Job Description
Job Identification (Reference Number): VN-US10-2026-085
Position Title: Human Resources & Admin Associate
Duty Station City: Washington, DC.
Duty Station Country: United States of America
Contract Type: One-Year Fixed Term
Grade & Salary: G5 Step 1 ($7346.92 Monthly)
Vacancy Type: Vacancy Notice
Initial duration: 12 Months
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 ORACLE, 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 in ORACLE ; 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 ORACLE.
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 ORACLE 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/ORACLE.
Communicate all ORACLE Payroll and PAYCHEX related issues to PAYCHEX/ORACLE 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. Liaise with Insurance companies regarding 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 such other duties as may be assigned.
Administrative tasks
20. Receive visitors; handle incoming calls and routine requests; coordinate administrative and logistics support for meetings and conferences; assist with travel and hotel arrangements; ensure complete documentation for travel authorizations and related files.
21. Review, process, and follow up on incoming correspondence, including email and mail; draft responses to routine communications; proofread and format various documents, ensuring adherence to established standards for grammar, punctuation, and style; create spreadsheets, presentations, and maintain internal databases, mailing lists, and reference materials.
22. Coordinate G4 visa processes for staff and their dependents, including new applications and renewals; manage Employment Authorization and Social Security applications; liaise with US consulates and the Office of Foreign Missions (OFM); register and deregister staff; maintain a comprehensive tracker for related data and ensure timely dissemination of updates.
23. Process and monitor general administrative tasks such as Purchase Requisitions, Requests for Payment, and Invoice Creation using relevant systems; oversee UN laissez-passer applications and renewals; ensure accuracy and compliance with procedures and deadlines.
Qualifications
EDUCATION
• High school diploma with five years of relevant experience; with four years of working experience.
Or
• Bachelor's degree in Human Resources, Business Administration, Psychology or related field with three years of relevant professional experience.
EXPERIENCE
• 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/ORACLE 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.
• 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
REQUIRED
For all applicants, fluency in English is required (oral and written).
DESIRABLE
None
Competencies1
The incumbent is expected to demonstrate the following values and competencies:
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 - N/A
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.
