Job DescriptionOrganizational Context and ScopeUnder the overall supervision of the Chief, Global and Domestic Programmes Unit of Global Office Washington and the direct supervision of the Senior Resources Management Officer (SRMO), and in close collaboration with the Regional Office (RO) in Panama, Human Resources Management (HRM) Units at Headquarters (HQ), Global Shared Services Centre (GSSC), the Human Resources Officer will be responsible and accountable for managing the Human Resources functions of the Washington D.C. Global Office (GO).
ResponsibilitiesUnit Management - In coordination with the SRMO, oversee the Human Resources Management function, including its Sub-Offices in accordance with the Organization's policies, procedures and practices. Advise the SRMO and the Chief, Global and Domestic Programmes Unit on interpreting and applying Human Resources policies, rules and regulations, as well as standards and techniques taking into account the GO's activities.
- Supervise and monitor the work of the HR staff in carrying out all human resources administrative transactions, including preparation of contracts and personnel actions, updating WAVE HR as well as processing of contracts.
- Ensure that the personnel files and attendance records of international and national staff, as well as the HR tracking systems of GO are well maintained and regularly updated. Facilitate the maintenance and upkeep of the GO's HR/Training database.
- Liaise with external IOM partners as well as with other IOM Global and Country Offices as necessary.
WAVE HR Administration- Maintain the GO's WAVE HR module and keep its information up to date. In coordination with the relevant HR units and the RO, coordinate and implement new salary scales. Monitor and ensure effective administration of the WAVE HR Organizational Management module.
- Maintain the personnel files and attendance records of national staff correctly and in line with organizational standards.
- Supervise the preparation of the monthly payroll for national staff and ensure its accuracy and timeliness. Ensure that its validation and verification has been conducted prior to payroll posting and the necessary projectization adjustments have been conducted exclusively through WAVE HR.
HR Policy and Advisory- Assist with roll-out and implementation of new policies, instructions and procedures within GO.
- Propose appropriate and effective administrative procedures in human resources administration, reflecting the GO's needs. Bring sensitive issues to the attention of the supervisor.
- Implement personnel policies and procedures for the national staff. Ensure that the GO's HR processes and actions (including, inter alia, selection, recruitment, retention, professional development and training activities, separation and end-of-contract duties) remain consistent with the relevant policies and procedures.
- Oversee the contractual situation and the administration of entitlements of local staff (including, inter alia, health insurance and Compensation Plan (CP) inclusion, step increases, family allowances, etc.) as well as requests for promotions, recruitment, separation, etc.
- In coordination with SRMO, advise Project Managers on staffing and other personnel issues, including leave entitlements/planning and overtime administration. Ensure the GO's organigramme/staffing tables and contact lists are regularly updated.
- Liaise with HQ, GSSC and the Finance Unit of the GO on matters related to the benefits, entitlements and privileges of international staff, including the delivery of these benefits and entitlements in the field such as, Danger Pay, Health Insurance/ Medical Service Plan (HI/MSP), Educational Grant, Home Leave, Rental Subsidy, etc., and the administration of Rest and Recuperation travel.
- In coordination with the Office of Legal Affairs (LEG) and the relevant HR units, support in managing administrative actions and in addressing grievances and resolving disciplinary matters.
- Supervise the administration and timely renewal of the visas and residence permits of international staff and, in conjunction with the Security Unit, of staff S ecurity Clearances and Travel Request Information Process (TRIPs).
- Attend external meetings as and when required and brief the GO management accordingly.
Talent Management- Advise on staffing issues and oversee the elaboration of project staffing tables, including vacancies and use of temporary assistance to meet exceptional work requirements. In consultation with line managers, monitor and assess staffing needs and ensure effective workforce planning.
- Advise and support line managers in the recruitment processes for locally recruited personnel and support recruitments of international personnel, as required.
- Monitor compliance with the Performance Appraisal System (PAS) within GO and advocate for timely completion of the performance management process in line with organizational deadlines. Provide support to all staff in the GO on business-related issues. Facilitate performance management discussions between staff and supervisors, as required.
- Coordinate the planning and organizing of the staff development and training for GO in close collaboration with Human Resources Management/Staff Development and Learning (HRM/SDL). Collaborate with line managers in establishing staff development and training priorities and plans. Deliver induction and other forms of trainings to staff. Review and suggest improvements of the GO's induction practices ensuring that the newly recruited staff are sufficiently briefed, including through an appropriately updated "Welcome Package", and ready to assume functions in a timely manner.
- Review and assess the GO's staff training and development needs and suggest possible improvement areas.
Monitoring and Reporting- Assist the SRMO in the preparation of administrative reports that may be required in coordination with the Heads of Units/Programmes as required. Oversee the preparation of reports pertaining to personnel administration of international and national staff of GO, as required.
- Assist in monitoring the implementation of internal controls to prevent fraud and mismanagement; Review the internal controls in place in the area of human resources administration and suggest procedural improvements.
- Review audit recommendations on HR matters and, in coordination with the SRMO, implement them within the HR function.
- Prepare special reports and participate in and/or lead special HR projects in coordination with GSSC, RO and/or HRM.
- Perform such other duties as may be assigned.
QualificationsRequired Qualifications and ExperienceEducation- Master's degree in Human Resources, Business Administration, Industrial and Organizational Psychology, Social Sciences or a related field from an accredited academic institution with five years of relevant professional experience; or,
- Bachelor's degree in the above fields with seven years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience- Experience in human resources administration and management, including talent acquisition, talent management, administration of staff contracts and entitlements, interpretation and application of staff rules and regulations, and development of HR procedures and guidelines;
- Experience providing HR advice and guidance to managers and staff on personnel-related matters;
- Experience supporting recruitment, workforce planning, performance management and staff development initiatives;
- Previous experience supervising and guiding staff is an advantage;
- Previous working experience in an international organisation is an advantage.
Skills- Knowledge of U.S. employment practices, payroll taxation, benefits administration and regulatory compliance relevant to personnel management in the United States is an advantage;
- Familiarity with the UN common system or similar systems is an advantage;
- Demonstrated knowledge of human resources policies, procedures and practices;
- Ability to interpret and apply staff rules, regulations and administrative procedures;
- Demonstrated analytical and problem-solving skills;
- Excellent interpersonal and communication skills, including the ability to establish effective working relationships with stakeholders at all levels; and,
- Excellent computer literacy and good knowledge of enterprise resource planning systems (ERP), such as Oracle, is an advantage.
LanguagesIOM's official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.
For this position, fluency in English is required (oral and written).
Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required CompetenciesIOM's competency framework can be found at this link. 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 2
- 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
- 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.
NotesInternationally recruited professional staff are required to be mobile. Please refer to this link 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 m
