OPEN TO INTERNAL AND EXTERNAL CANDIDATES
Position Title: Assistant to Director, HRM
Duty Station : Geneva, Switzerland
Classification : General Service, Grade G5
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Closing Date: October 02, 2015
Reference Code: VN2015/07(GS)-EXT
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Please be advised that this is a local position and as such only applications from candidates with a valid residence / working permit residing in Switzerland or within commuting distance in neighbouring France will be considered.
Context:
Under the direct supervision of the Director of Human Resources Management (HRM) and in close coordination and consultation with all HRM staff, the successful candidate will be responsible and accountable for general administrative support to the Director and, when required, to the Division at large, and for coordination of divisional communication and reporting.
*Core Functions / Responsibilities:*
- Provide administrative and secretarial support to the Director HRM, and, when required, to the Division at large, such as the coordination of meeting requests and handling travel arrangements.
- Act as the HRM communication focal point. Coordinate and disseminate HR information to IOM staff and stakeholders such as Instructions, Information Bulletins, and Notifications of Change etc.
- Manage the HRM e-mailbox, receive calls and distribute messages to the relevant persons or entities in the Organization (both within and out of HRM), prepare and coordinate replies as necessary. Maintain and update HRM's filing and reference systems, in coordination with relevant units.
- Act as the HRM web focal point; develop, organize and maintain the HRM Intranet and Internet page in close coordination with HR units, which ‘own’ the content, and IT units in HQ and Manila.
- Operate as a focal point for HR information, format and coordinate the HR newsletter and other relevant HR communications and publications including the ‘Who is Who’ and HR presentations in coordination with co-editors and relevant units. Ensure that the end product is both substantively sound and presented in an attractive and effective manner.
- Draft correspondence and documentations in English and French. Proofread, compile, format, summarize and present documents and information such as reports, graphics and statistics.
- Prepare regular and ad hoc reports on workforce statistics for the Division. Independently extract, prepare, and present data from SAP HR or other sources of information, which may include staff surveys, working in coordination with the HR units in Panama and Manila.
- Retrieve information from SAP HR following ad hoc requests, such as staff factsheets, performance evaluation forms, and org charts.
- Monitor the HRM budget in coordination with the budget division. Ensure annual leave and travel plans for HRM staff in Geneva and Unit Heads in HRM Manila and Panama are coordinated.
- Perform such other duties as may be assigned.
*Required Competencies*
****Behavioural****
- Takes responsibility and manages constructive criticism;
- Works effectively with all clients and stakeholders;
- Promotes continuous learning; communicates clearly;
- Takes initiative and drives high levels of performance management;
- Plans work, anticipates risks, and sets goals within area of responsibility;
- Displays mastery of subject matter;
- Contributes to a collegial team environment;
- Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;
- Displays awareness of relevant technological solutions;
- Works with internal and external stakeholders to meet resource needs of IOM.
****Technical****
- Adapts best Human Resources practices to the requirements of IOM to facilitate the achievement of strategic objectives;
- Effectively applies knowledge of relevant Human Resources theories and practices and recognizes their application within existing IOM processes;
- Delivers Human Resources solutions customized to the needs of IOM.
*Required Qualifications and Experience*
****Education****
- University degree in Business Administration, Human Resources Management or a related field from an accredited academic institution with five years of relevant experience.
****Experience****
- Experience in administrative support roles; data analytics, reporting, and/or communications;
- Knowledge of HR Information Systems, preferably SAP HR, with extensive experience of extracting information for research, reporting, and monitoring purposes;
- Proven ability to independently produce accurate complex reports and documents;
- Proficiency with the Microsoft Office suite, including knowledge of MS Excel and MS PowerPoint;
- First-hand experience with MS Access and content publishing systems (WordPress Drupal, Joomla, Sharepoint, etc) is would be an important advantage;
- Understanding of communication concepts and principles.
****Languages****
Fluency in English is required. Working knowledge of French and Spanish is an advantage.
HOW TO APPLY:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment
system, by October 02, 2015 at the latest, referring to this advertisement.
For further information, please refer to:
In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for
applications.
Only shortlisted candidates will be contacted. You can track the progress of your application in your personal application page in the IOM e-recruitment system.
Posting period:
From 18.09.2015 to 02.10.2015
Requisition: VN 2015/07 (GS) - Assistant to Director HRM (G5) - Geneva, Switzerland (54680706) Released
Posting: VN 2015/07 (GS) - Assistant to Director HRM (G5) - Geneva, Switzerland (54680707) Released
