Human Resources Assistant at International… · Cairo

Human Resources Associate supports recruitment, onboarding, personnel administration, and HR operations in the Cairo CO. The role ensures accurate HR systems management, compliance with policies, staff support on entitlements, and assistance with visa and documentation processes for international staff and event participants. Requires relevant HR experience, strong organizational skills, and proficiency in HR systems and MS Office.

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at https://www.iom.int/iom-workplace-cultureIOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, https://www.iom.int/resources/iom-candidate-tier-systemsinternal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the head of Resources Management (HRM) and the direct supervision of the National Human Resources Officer, the incumbent will be responsible and accountable for providing administrative and operational support to the human resources functions of the IOM Cairo Mission.

Responsibilities

1. Assist in the coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notices/Special Vacancy Notices, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidate assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.

2. Carry out pre-employment activities such as preparation of Entry on Duty (EOD) documentation, facilitate EOD medical exams and follow-up with Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, assist in the delivery of induction sessions, arrange security briefing, and perform other related onboarding activities.

3. Perform assigned role(s) in the organizational HR system, 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 Timekeeper; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in the system.

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 Centres 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 personnel 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 performance evaluation process and follow-up with staff and supervisors 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 relevant units at HQ and maintain updated records.

9. Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer to 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 analysing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.

11. Participate in inter-agency Human Resources related working groups as assigned.

12. Provide guidance and training to new/junior staff in the unit.

13. Assist in preparing visas and all related documentation for international staff members, as well as supporting the preparation of the required documentation for incoming participants and staff attending events organized by the Country Office in Egypt.

14. Perform other related duties as assigned.

Qualifications

Required Qualifications and Experience

Education

• High school diploma with five years of relevant experience; or,
• Bachelor’s degree in human resources, Business Administration, Psychology or related field from an accredited academic institution with three years of relevant professional experience.

Accredited Universities are those listed in the https://whed.net/home.phpUNESCO World Higher Education Database.

Experience

• Experience in providing administrative and operational support in one or more areas of human resources, such as recruitment, onboarding, personnel administration, or benefits and entitlements.
• Experience working with enterprise resource planning (ERP) or Human Resources Management Systems (HRMS) for processing personnel actions and maintaining HR records is an advantage.
• Experience in maintaining confidential personnel records and handling sensitive information with discretion.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• 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.
• Knowledge of HR Systems including Oracle applications.
• Strong organizational and time management skills, with the ability to manage multiple tasks and meet deadlines.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Arabic is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this https://www.iom.int/sites/g/files/tmzbdl486/files/about-iom/Competency_Framework-EN.pdflink. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five 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.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

Please refer to this https://eur02.safelinks.protection.outlook.com/?url=https://www.iom.int/iom-job-categories&data=05|02|jpales@iom.int|ff1b97e25f4b41ac4d8f08de3eb92f55|1588262d23fb43b4bd6ebce49c8e6186|0|0|639017162240331322|Unknown|TWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ==|0|||&sdata=Wrzh1YVTrefNSivwpJJI2pKIowhzwmNbkO4MGVVyg3I=&reserved=0link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the https://fa-evlj-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1IOM e-Recruitment system (for internal candidates link https://fa-evlj-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/redwood/internalmobilityhere). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: https://www.iom.int/careersIOM Careers and Job Vacancies