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Human Resources Assistant

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National Capital District, Papua New Guinea

Human Resources and Recruitment

#15465

24th November 2022

www.pngworkforce.com


Open to Internal and External Candidates

Position Title: Human Resources Assistant

Duty Station: Port Moresby, Papua New Guinea

Classification: General Service Staff

Type of Appointment: One Year Fixed Term with possibility of extension, G-4

Estimated Start Date: As soon as possible

Closing Date: 8 December 2022

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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

The International Organization for Migration (IOM) is a United Nations agency that is mandated to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, and to provide humanitarian assistance to migrants. IOM has been operating in Papua New Guinea since 2001, working on complex emergencies, providing humanitarian relief, and building capacity of the Government. With generous support from the Governments of Australia, the US and the EU, and in close partnership with Government partners, the UN country team and civil society, IOM is reaching displaced populations in remote communities, assisting stranded migrants, and safeguarding the rights of vulnerable groups. Operating through its Head office in Port Moresby and numerous satellite offices in the provinces, IOM’s programmes focus on disaster management, emergency preparedness and response, counter-trafficking in persons, assisted voluntary return, migration and border management, and integration.

Core Functions / Responsibilities

Under the overall supervision of the Chief of Mission (CoM) in Papua New Guinea and direct supervision of the Head of Resources Management; and, in collaboration with relevant units, the successful candidate will be responsible and accountable for managing the human resources management functions in IOM Port MoresbyPapua New Guinea.

Specifically, the staff will:

  1. Support recruitment processes in the office by coordinating the publication of Vacancy Notice/Special Vacancy Notice, receiving and sorting applications, arranging interviews and tests, preparing all the required documentation and materials, sending communications to candidates, contacting previous employers for reference checks and any other related activity as assigned.
  2. Carryout pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with Health Insurance Medical Services (Manila) on medical clearances, coordination of orientation sessions, arrangement for security briefing and medical examinations, inclusion in insurance plans as appropriate, creation of personal file, 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; monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions and other related documentation.
  4. In close coordination with HR and Administrative Clerk, perform the role of Time-keeper in PRISM; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in PRISM.
  5. Support separation, classification, reclassification and promotion processes by collecting necessary documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with relevant units in the Regional Office and Administrative Centers.
  6. 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. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
  8. Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
  9. Respond to general inquiries regarding Human Resources policies, instructions and procedures.
  10. Perform other related duties as assigned.

Required Qualifications and Experience

Education

  • High School diploma with four years of relevant experience; or,
  • Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with two years of relevant professional experience.

Experience

  • 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

Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage

Languages

  • Fluency in English both oral and written is required.
  • Local Pidgin (ToK Pisin) is required.

Required Competencies

Values

  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • 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.

Core Competencies – behavioral 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 action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

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

Only candidates residing in either the duty station or from a location in a neighboring province that is within commuting distance of the duty station will be considered.

Appointment will be subject to certification that the candidate is medically fit for appointment. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

(Accommodation is not provided.)

How to apply

Interested candidates are invited to submit their applications via email or hand deliver, 8 December 2022 at the latest, referencing VN/2022/001.

Kindly send your applications with your cover letter and CV to: iompnghr@iom.int

Interested applicants are to address their applications to:

Human Resources Team

International Organization for Migration (IOM) PNG

PO Box 1876 Port Moresby

Level 3, Cuthbertson House, Down Town NCD, PNG

Only shortlisted candidates will be contacted.

Posting Period

From 24.11.2022 to 08.12.2022

No Fees:

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.



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COMPANY INFO

The International Organization for Migration (IOM) is an inter-governmental non-profit organization that is mandated to help ensure the orderly and humane management of migration, to promote international ...
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