HR Assistant
Washington, DC Washington, DC Full-time Full-time $5,245 a month $5,245 a month VN-US97-2023-53 Position Title :
Human Resources Assistant (USRAP) Duty Station :
Washington, D.
C.
USA Classification :
G-5 Type of Appointment :
Fixed term, one year with possibility of extension Appointment is subject to funding confirmation.
Estimated Start Date :
As soon as possible Closing Date :
17 October 2023 Eligibility :
US citizens and residents only (work visas or authorizations not permitted) Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners.
IOM is dedicated to promoting humane and orderly migration for the benefit of all.
It does so by providing services and advice to governments and migrants.
Context:
Under the direct supervision of the Senior HR Assistant and the general supervision of the National HR Officer the successful candidate will provide his/her support to the Unit and will be responsible for the following functions:
Responsibilities 1.
Assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates' assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.
2.
Carry-out and coordinate pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, UNJSPF and 401 enrolment documents etc.
3.
Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate prompt actions and generate reports, contract extensions, personnel actions and other related documentation.
4.
Perform the role of Time-keeper in PRISM; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyze leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.
5.
Carry-out a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc.
and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
6.
Prepare all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.
; open and update personal files, create and maintain a systematic way to archive Human Resources documents (electronic and hard copies).
Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
7.
Assist in monitoring compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
8.
Organize Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records and issue reports as requested.
9.
Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures.
Respond to standard inquiries and refer the most sensitive/complex ones.
10.
Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office.
Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries, and sharing best practices.
11.
Provide support to the Senior Human Resources Assistant to prepare, validate, and process payroll for all staff adhering to the schedule for payroll runs.
Input elements (entitlements, advances, loans, variable elements, step increases, changes in salary, etc.
) in PRISM and PAYCHEX.
Provide assistance in the validation of payroll results to ensure accuracy of all payments and deductions by issuing report from PAYCHEX and PRISM.
Communicate all PRISM Payroll and PAYCHEX related issues to PRISM/PAYCHEX Helpdesk and follow-up resolutions made.
12.
Participate in inter-agency Human Resources related working groups as assigned.
13.
Provide guidance and training to new/junior staff in the unit.
Mission-specific task 14.
Assist the National Human Resources Officer with handling the communication with local authorities in every state IOM is operating, to resolve issues regarding various administrative matters including exemption from taxation, determination of IOM status and complains from former employees.
15.
Responsible for the investigation, monitoring and response to unemployment queries regarding staff members.
Review the unemployment policies pertaining to the state to prepare and submit appeals and substantiating documents to unemployment agencies.
In cases, where the unemployment claim escalates, appear on behalf of IOM in the telephone hearings before the administrative judge/referee.
Draft and formally appeal against a referee's decision against IOM in unemployment decisions.
16.
Liaison with Insurance companies in regard to any insurance claims that are made (e.
g.
damage to offices etc.
) 17.
Responsible for submitting requests, verifying, and distributing Metro cards on a quarterly basis for all eligible employees.
Communicate with Metro Transportation Providers in case of any issues or inquiries.
18.
Coordinate the administration and renewal of the local Insurance policies, such as Unemployment and Disability insurance, Workers Compensation insurance, General Liability, Property and Auto Insurance for all IOM offices in the United States.
Checking compliance with the local law requirements.
In charge of reviewing the policies periodically and making recommendations regarding changes 19.
Perform other related duties as assigned.
Qualifications Education High School diploma with five years of relevant experience; or, Bachelor's degree in Human Resources, Business Administration, Psychology or related field with three years of relevant professional experience.
Experience Proficient in Microsoft Office applications e.
g.
Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage; Attention to detail, ability to organize paperwork in a methodical way; Discreet, details and clients-oriented, patient and willingness to learn new things; and, Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Skills Excellent communications skills; Competency in HR software and tools; Excellent research skills; Ability managing conflict resolution; Ability analyzing data; Proficient Time-management skills; Ability to work with minimum supervision.
Excellent Technical skills, ability to use communications platforms, HR tools and systems, etc.
Languages Fluency in English (oral and written).
Required Competencies Values - all IOM staff members must abide by and demonstrate these three values:
Inclusion and respect for diversity:
Respects and promotes individual and cultural differences.
Encourages diversity and inclusion.
Integrity and transparency:
Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
Professionalism:
Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Courage:
Demonstrates willingness to take a stand on issues of importance.
Empathy:
Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies - behavioural indicators (Level 1) Teamwork:
Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
Delivering results:
Produces and delivers quality results in a service-oriented and timely manner.
Is action oriented and committed to achieving agreed outcomes.
Managing and sharing knowledge:
Continuously seeks to learn, share knowledge and innovate.
Accountability:
Takes ownership for achieving the Organization's priorities and assumes responsibility for own actions and delegated work.
Communication:
Encourages and contributes to clear and open communication.
Explains complex matters in an informative, inspiring and motivational way.
APPLY NOW External candidates must apply using the link below:
Copy and paste in new tab:
View the external job postinghttps:
//fa-evlj-saasfaprod1.
fa.
ocs.
oracle.
com or go to https:
//usrap.
iom.
int/careers We offer competitive compensation and benefits packages, including health insurance, retirement plans, and paid time off.
This is a full-time position with regular business hours.
If you are a motivated individual with a passion for operations and a desire to contribute to the success of our company, we encourage you to apply.
Please submit your resume and cover letter outlining your qualifications for this position.
We look forward to reviewing your application.
The current salary for this position is $5,244.
67 monthly.
Posting period:
From 10.
10.
2023 to 10.
17.
2023 Job Type:
Full-time Pay:
$5,244.
67 per month
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance Schedule:
8 hour shift Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
Human Resources Assistant (USRAP) Duty Station :
Washington, D.
C.
USA Classification :
G-5 Type of Appointment :
Fixed term, one year with possibility of extension Appointment is subject to funding confirmation.
Estimated Start Date :
As soon as possible Closing Date :
17 October 2023 Eligibility :
US citizens and residents only (work visas or authorizations not permitted) Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners.
IOM is dedicated to promoting humane and orderly migration for the benefit of all.
It does so by providing services and advice to governments and migrants.
Context:
Under the direct supervision of the Senior HR Assistant and the general supervision of the National HR Officer the successful candidate will provide his/her support to the Unit and will be responsible for the following functions:
Responsibilities 1.
Assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates' assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.
2.
Carry-out and coordinate pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, UNJSPF and 401 enrolment documents etc.
3.
Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate prompt actions and generate reports, contract extensions, personnel actions and other related documentation.
4.
Perform the role of Time-keeper in PRISM; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyze leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.
5.
Carry-out a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc.
and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
6.
Prepare all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.
; open and update personal files, create and maintain a systematic way to archive Human Resources documents (electronic and hard copies).
Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
7.
Assist in monitoring compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
8.
Organize Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records and issue reports as requested.
9.
Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures.
Respond to standard inquiries and refer the most sensitive/complex ones.
10.
Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office.
Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries, and sharing best practices.
11.
Provide support to the Senior Human Resources Assistant to prepare, validate, and process payroll for all staff adhering to the schedule for payroll runs.
Input elements (entitlements, advances, loans, variable elements, step increases, changes in salary, etc.
) in PRISM and PAYCHEX.
Provide assistance in the validation of payroll results to ensure accuracy of all payments and deductions by issuing report from PAYCHEX and PRISM.
Communicate all PRISM Payroll and PAYCHEX related issues to PRISM/PAYCHEX Helpdesk and follow-up resolutions made.
12.
Participate in inter-agency Human Resources related working groups as assigned.
13.
Provide guidance and training to new/junior staff in the unit.
Mission-specific task 14.
Assist the National Human Resources Officer with handling the communication with local authorities in every state IOM is operating, to resolve issues regarding various administrative matters including exemption from taxation, determination of IOM status and complains from former employees.
15.
Responsible for the investigation, monitoring and response to unemployment queries regarding staff members.
Review the unemployment policies pertaining to the state to prepare and submit appeals and substantiating documents to unemployment agencies.
In cases, where the unemployment claim escalates, appear on behalf of IOM in the telephone hearings before the administrative judge/referee.
Draft and formally appeal against a referee's decision against IOM in unemployment decisions.
16.
Liaison with Insurance companies in regard to any insurance claims that are made (e.
g.
damage to offices etc.
) 17.
Responsible for submitting requests, verifying, and distributing Metro cards on a quarterly basis for all eligible employees.
Communicate with Metro Transportation Providers in case of any issues or inquiries.
18.
Coordinate the administration and renewal of the local Insurance policies, such as Unemployment and Disability insurance, Workers Compensation insurance, General Liability, Property and Auto Insurance for all IOM offices in the United States.
Checking compliance with the local law requirements.
In charge of reviewing the policies periodically and making recommendations regarding changes 19.
Perform other related duties as assigned.
Qualifications Education High School diploma with five years of relevant experience; or, Bachelor's degree in Human Resources, Business Administration, Psychology or related field with three years of relevant professional experience.
Experience Proficient in Microsoft Office applications e.
g.
Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage; Attention to detail, ability to organize paperwork in a methodical way; Discreet, details and clients-oriented, patient and willingness to learn new things; and, Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Skills Excellent communications skills; Competency in HR software and tools; Excellent research skills; Ability managing conflict resolution; Ability analyzing data; Proficient Time-management skills; Ability to work with minimum supervision.
Excellent Technical skills, ability to use communications platforms, HR tools and systems, etc.
Languages Fluency in English (oral and written).
Required Competencies Values - all IOM staff members must abide by and demonstrate these three values:
Inclusion and respect for diversity:
Respects and promotes individual and cultural differences.
Encourages diversity and inclusion.
Integrity and transparency:
Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
Professionalism:
Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Courage:
Demonstrates willingness to take a stand on issues of importance.
Empathy:
Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies - behavioural indicators (Level 1) Teamwork:
Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
Delivering results:
Produces and delivers quality results in a service-oriented and timely manner.
Is action oriented and committed to achieving agreed outcomes.
Managing and sharing knowledge:
Continuously seeks to learn, share knowledge and innovate.
Accountability:
Takes ownership for achieving the Organization's priorities and assumes responsibility for own actions and delegated work.
Communication:
Encourages and contributes to clear and open communication.
Explains complex matters in an informative, inspiring and motivational way.
APPLY NOW External candidates must apply using the link below:
Copy and paste in new tab:
View the external job postinghttps:
//fa-evlj-saasfaprod1.
fa.
ocs.
oracle.
com or go to https:
//usrap.
iom.
int/careers We offer competitive compensation and benefits packages, including health insurance, retirement plans, and paid time off.
This is a full-time position with regular business hours.
If you are a motivated individual with a passion for operations and a desire to contribute to the success of our company, we encourage you to apply.
Please submit your resume and cover letter outlining your qualifications for this position.
We look forward to reviewing your application.
The current salary for this position is $5,244.
67 monthly.
Posting period:
From 10.
10.
2023 to 10.
17.
2023 Job Type:
Full-time Pay:
$5,244.
67 per month
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance Schedule:
8 hour shift Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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