Cyprus

Διεθνής Οργανισμός Μετανάστευσης

Business Administration

HR Administration & Payroll

Position Title :&nbsp;Human Resource Assistant&nbsp;&nbsp;Duty Station :&nbsp;Nicosia, Cyprus&nbsp;&nbsp;&nbsp;Classification :&nbsp;Grade G4&nbsp;&nbsp;Type of Appointment :One Year Fixed-Term, with&nbsp;&nbsp;possibility of extension&nbsp;Estimated Start Date :&nbsp;As soon as possible&nbsp;Closing Date :&nbsp;01 June 2026&nbsp;Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in&nbsp; the field of migration, works closely with governmental, intergovernmental and non-governmental partners.&nbsp; IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing&nbsp; services and advice to governments and migrants.&nbsp;IOM is committed to ensuring a workplace where all employees can thrive professionally, while working&nbsp; towards harnessing the full potential of migration. Read more about IOM's workplace culture at&nbsp;IOM&nbsp;&nbsp;workplace culture | International Organization for MigrationInternal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal&nbsp; candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded&nbsp; contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), UN&nbsp; Volunteers with at least twelve (12) months of continuous service in IOM, and staff members on&nbsp; secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members&nbsp; holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to&nbsp; an ungraded position.&nbsp;Context:&nbsp;&nbsp;Under the overall supervision of the Chief of Mission (CoM) in IOM Nicosia, Cyprus and direct supervision&nbsp; of the Human Resources Associate and in collaboration with relevant units at Headquarters and the&nbsp; Administrative Centers, the Human Resources Assistant will have the following duties and responsibilities:&nbsp;&nbsp;Core Functions / Responsibilities:&nbsp;&nbsp;1. Support recruitment processes in the office by coordinating the publication of Vacancy Notice/Special&nbsp; Vacancy Notice, receiving and sorting applications, arranging interviews and tests, preparing all the&nbsp; required documentation and materials, sending communications to candidates, contacting previous&nbsp; employers for reference checks and any other related activity as assigned.&nbsp;&nbsp;2. Carry-out pre-employment activities such as preparation of Entry on Duty (EOD) documentation and&nbsp; collection of supporting documentation, coordination of EOD medical exams, follow-up with Medical&nbsp; Services on medical clearances, coordination of orientation sessions, arrangement for security&nbsp; briefing and medical examinations, inclusion in insurance plans as appropriate, creation of personal&nbsp; file, etc.&nbsp;&nbsp;3. Perform assigned role(s) in the organizational HR system, paying special attention to data&nbsp; consistency and accuracy; input and maintain data based on approvals and supporting&nbsp; documentation; monitor and follow up on contractual situation and entitlements and generate reports&nbsp; and other HR-related documentation.&nbsp;4. Perform the role of Timekeeper; maintain, update and reconcile leave quotas based on supporting&nbsp; documentation; generate and edit leave-related reports; respond to general questions concerning&nbsp; leave administration; guide staff on request and approval procedure in the system.&nbsp;5. Support separation, classification, reclassification and promotion processes by collecting necessary&nbsp; documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with&nbsp; relevant units in the Regional Office and Administrative Centers.&nbsp;&nbsp;6. Update and maintain electronic and physical archiving systems in the unit including personnel files&nbsp; with all supporting documentation, recruitment files, Human Resources policies, regulations,&nbsp; guidelines and manuals, internal controls, etc.&nbsp;&nbsp;7. Draft certificates of employment, notices, letters, reports, presentations, graphs, etc.; update the&nbsp; organizational chart and support timely submission of documents.&nbsp;8. Support the organization of meetings, training activities and other Human Resources events by&nbsp; carrying out logistical activities such as arranging meeting facilities, equipment, materials, preparation&nbsp; of correspondence and drafting and assembling of documents.&nbsp;&nbsp;9. Respond to general inquiries regarding Human Resources policies, instructions and procedures. 10. Perform other related duties as assigned.&nbsp;&nbsp;Required Qualifications and Experience&nbsp;Education&nbsp;•&nbsp;High School diploma with four years of relevant experience; or,&nbsp;•&nbsp;Bachelor’s degree in Human Resources, Business Administration, Psychology or related field&nbsp; with two years of relevant professional experience.&nbsp;&nbsp;Experience and Skills&nbsp;•&nbsp;Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous&nbsp; experience in SAP is a distinct advantage;&nbsp;•&nbsp;Attention to detail, ability to organize paperwork in a methodical way;&nbsp;&nbsp;•&nbsp;Discreet, details and clients-oriented, patient and willingness to learn new things; and,&nbsp;&nbsp;•&nbsp;Prior work experience with international humanitarian organizations, non-government or government&nbsp; institutions/organization in a multi-cultural setting is an advantage.&nbsp;&nbsp;Languages&nbsp;Fluency in&nbsp;English&nbsp;and&nbsp;Greek&nbsp;(written and oral) is required.&nbsp;&nbsp;Any other IOM Official language is an advantage.&nbsp;&nbsp;Required Competencies&nbsp;IOM’s competency framework can be found at this&nbsp;link. Competencies will be assessed during the selection&nbsp; process.&nbsp;Values&nbsp;- all IOM staff members must abide by and demonstrate these five values:&nbsp;▪&nbsp;Inclusion and respect for diversity:&nbsp;Respects and promotes individual and cultural differences.&nbsp; Encourages diversity and inclusion.&nbsp;▪&nbsp;Integrity and transparency:&nbsp;Maintains high ethical standards and acts in a manner consistent with&nbsp; organizational principles/rules and standards of conduct.&nbsp;▪&nbsp;Professionalism:&nbsp;Demonstrates ability to work in a composed, competent and committed manner&nbsp; and exercises careful judgment in meeting day-to-day challenges.&nbsp;▪&nbsp;Courage:&nbsp;Demonstrates willingness to take a stand on issues of importance.&nbsp;▪&nbsp;Empathy:&nbsp;Shows compassion for others, makes people feel safe, respected and fairly treated.&nbsp;&nbsp;Core Competencies&nbsp;– behavioural indicators Level 1&nbsp;▪&nbsp;Teamwork:&nbsp;Develops and promotes effective collaboration within and across units to achieve shared&nbsp; goals and optimize results.&nbsp;▪&nbsp;Delivering results:&nbsp;Produces and delivers quality results in a service-oriented and timely manner. Is&nbsp; action oriented and committed to achieving agreed outcomes.&nbsp;▪&nbsp;Managing and sharing knowledge:&nbsp;Continuously seeks to learn, share knowledge and innovate.&nbsp;▪&nbsp;Accountability:&nbsp;Takes ownership for achieving the Organization’s priorities and assumes&nbsp; responsibility for own actions and delegated work.&nbsp;▪&nbsp;Communication:&nbsp;Encourages and contributes to clear and open communication. Explains complex&nbsp; matters in an informative, inspiring and motivational way.&nbsp;&nbsp;Notes&nbsp;Please refer to this&nbsp;link&nbsp;for guidance on IOM Job Category.&nbsp;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&nbsp; 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,&nbsp; any residency or visa requirements, security clearances.&nbsp;IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United&nbsp; Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and&nbsp;discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or&nbsp; disabilities.&nbsp;IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training&nbsp; or other fee). IOM does not request any information related to bank accounts.&nbsp;IOM only accepts duly completed applications submitted through the&nbsp;IOM e-Recruitment&nbsp;system (for internal&nbsp; candidates link&nbsp;here). 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.&nbsp;For further information and other job postings, you are welcome to visit our website:&nbsp;<a href="https://www.iom.int/iom-career-gateways">IOM Careers and Job&nbsp;&nbsp;Vacancies</a>&nbsp;

<img src="https://lh7-us.googleusercontent.com/rB0Z6jYabI50YsnqCBFOFavBi9QBwoVRYWp9sx2swh-SKT0_TYCXzDApf0FN9oQLIivQ4h_XwjCtmKGPsn19gY7LexRciS4rtOuo5DPYJ_FB9BvlcHu4PGeeHX0P3XyfwNFMw4bQepBpeeJSOjs_Kg" width="168" height="87" alt="" style="font-size: 13.3333px; text-align: justify; white-space: pre-wrap; font-family: &quot;Times New Roman&quot;, serif;" />Vacancy Notice CY2023-31&nbsp;Open to Internal and External Candidates&nbsp;Position Title: Human Resources Assistant&nbsp;Duty Station: Nicosia, Cyprus&nbsp;&nbsp;Classification: Grade G5&nbsp;&nbsp;Type of Appointment: One-year Fixed Term, with&nbsp;possibility of extension&nbsp;Estimated Start Date: As soon as possible&nbsp;&nbsp;Closing Date: 25 June 2024&nbsp;Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works&nbsp; closely with governmental, intergovernmental and non-governmental partners. The International&nbsp; Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits&nbsp; migrants and society. As the leading international organization for migration, IOM acts with its partners in the&nbsp; international community to: assist in meeting the growing operational challenges of migration management;&nbsp; advance understanding of migration issues; encourage social and economic development through migration,&nbsp; and; uphold the human dignity and well-being of migrants.&nbsp;&nbsp;<div style="text-align: justify;"><table><colgroup /><col /><tbody><tr><td>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.</td></tr></tbody></table></div>Context:&nbsp;&nbsp;Under the overall supervision of the Head of Office (HoO) in Cyprus and direct supervision of the Senior&nbsp; Accounting, Finance and Administration Assistant and, in collaboration with relevant units at Headquarters&nbsp; and the Administrative Centres, the successful candidate will be responsible and accountable for managing&nbsp; the resources management functions.&nbsp;Core Functions / Responsibilities:&nbsp;&nbsp;<ul><li style="text-align: justify;">Assist in coordination of recruitment processes, including but not limited to, providing guidance&nbsp; to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy&nbsp; Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview&nbsp; protocols, preparing and administering written tests, taking part in interview panels as assigned,&nbsp;drafting candidates’ assessment forms, conducting reference checks, preparing job offers,&nbsp; administering recruitment mailbox, etc.&nbsp;&nbsp;</li><li style="text-align: justify;">Carry-out and coordinate pre-employment activities such as preparation of Entry On Duty (EOD)&nbsp; documentation and collection of supporting documentation, coordination of EOD medical exams&nbsp; and follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearance,&nbsp; coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction&nbsp; sessions, arrangement for security briefing, etc.&nbsp;&nbsp;</li><li style="text-align: justify;">Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy;&nbsp; input and maintain data based on approvals and supporting documentation; verify eligibility for&nbsp; allowances and other benefits, monitor and follow up on contractual situation and entitlements,&nbsp; and initiate prompt actions and generate reports, contract extensions, personnel actions and&nbsp; other related documentation.&nbsp;&nbsp;</li><li style="text-align: justify;">Perform the role of Time-keeper in PRISM; monitor, maintain, update and reconcile leave quotas&nbsp; based on supporting documentation; generate, edit and analyse leave-related reports; respond&nbsp; to questions concerning leave administration; guide staff on request and approval procedure in&nbsp; PRISM.&nbsp;&nbsp;</li><li style="text-align: justify;">Carry-out a wide range of Human Resources actions, including but not limited to preparation of&nbsp; documentation for separation, classification, reclassification, promotion, disciplinary cases, etc.&nbsp; and coordinate with the Regional Office, Administrative Centers and Human Resource&nbsp; Management in Geneva as appropriate.&nbsp;&nbsp;</li><li style="text-align: justify;">Prepare all reports on personnel matters and submit timely to concerned parties; draft and review&nbsp; routine correspondence, letters, certifications, etc.; open and update personal files, create and&nbsp; maintain a systematic way to archive Human Resources documents (electronic and hard copies).&nbsp; Update and maintain electronic and physical archiving systems in the unit including personnel&nbsp; files with all supporting documentation, recruitment files, Human Resources policies, regulations,&nbsp; guidelines and manuals, internal controls, etc.&nbsp;&nbsp;</li><li style="text-align: justify;">Assist in monitoring compliance with the Staff Evaluation System and follow-up with staff and&nbsp; supervisor as needed; facilitate compliance by providing technical guidance on the use of the&nbsp; system.&nbsp;&nbsp;</li><li style="text-align: justify;">Organize Human Resources events including staff development and training activities in&nbsp; coordination with the Staff Development and Learning Unit and maintain updated records.&nbsp;</li><li style="text-align: justify;">Provide information to staff on their entitlements and responsibilities in line with IOM regulations,&nbsp; instructions and procedures. Respond to standard inquiries and refer the most sensitive/complex&nbsp; ones.&nbsp;&nbsp;</li><li style="text-align: justify;">Identify areas for improvement and highlight them to the supervisor; provide inputs for new&nbsp; procedures to complement or to adapt existing ones taking into consideration the specific needs&nbsp; of the office. Assist in analyzing and resolving sensitive cases by collating background&nbsp; information, preparing summaries and sharing best practices.&nbsp;&nbsp;</li><li style="text-align: justify;">Participate in inter-agency Human Resources related working groups as assigned.&nbsp;&nbsp;</li><li style="text-align: justify;">Provide guidance and training to new/junior staff in the unit.&nbsp;&nbsp;</li><li style="text-align: justify;">Perform other related duties as assigned.&nbsp;&nbsp;</li></ul>Required Qualifications and Experience&nbsp;Education&nbsp;&nbsp;<ul><li style="text-align: justify;">University degree in Human Resources, Business Administration, Psychology or related field with&nbsp; three years of relevant professional experience; or,&nbsp;&nbsp;</li><li style="text-align: justify;">High School diploma with five years of relevant experience.&nbsp;&nbsp;</li></ul>Experience and Skills&nbsp;<ul><li style="text-align: justify;">Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous&nbsp; experience in SAP is a distinct advantage;&nbsp;&nbsp;</li><li style="text-align: justify;">Attention to detail, ability to organize paperwork in a methodical way;&nbsp;&nbsp;</li><li style="text-align: justify;">Discreet, details and clients-oriented, patient and willingness to learn new things; and,&nbsp;&nbsp;</li><li style="text-align: justify;">Prior work experience with international humanitarian organizations, non-government or government&nbsp; institutions/organization in a multi-cultural setting is an advantage.&nbsp;&nbsp;</li></ul>Languages&nbsp;&nbsp;Fluency in English and Greek (written and oral) is required.&nbsp;&nbsp;Required Competencies&nbsp;IOM’s competency framework can be found at this <a href="https://www.iom.int/sites/g/files/tmzbdl486/files/about-iom/Competency_Framework-EN.pdf">link</a>.&nbsp;Values&nbsp;&nbsp;<ul><li style="text-align: justify;">Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages&nbsp; diversity and inclusion wherever possible.&nbsp;&nbsp;</li><li style="text-align: justify;">Integrity and transparency: maintains high ethical standards and acts in a manner consistent with&nbsp; organizational principles/rules and standards of conduct.&nbsp;&nbsp;</li><li style="text-align: justify;">Professionalism: demonstrates ability to work in a composed, competent and committed manner and&nbsp; exercises careful judgment in meeting day-to-day challenges.&nbsp;&nbsp;</li><li style="text-align: justify;">Courage: Demonstrates willingness to take a stand on issues of importance.&nbsp;&nbsp;</li><li style="text-align: justify;">Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.&nbsp; Core Competencies – behavioural indicators&nbsp;&nbsp;</li><li style="text-align: justify;">Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals&nbsp; and optimize results.&nbsp;&nbsp;</li><li style="text-align: justify;">Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action&nbsp; oriented and committed to achieving agreed outcomes.&nbsp;&nbsp;</li><li style="text-align: justify;">Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.&nbsp; • Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for&nbsp; own action and delegated work.&nbsp;&nbsp;</li><li style="text-align: justify;">Communication: encourages and contributes to clear and open communication; explains complex&nbsp; matters in an informative, inspiring and motivational way.&nbsp;&nbsp;</li></ul>Other:&nbsp;IOM is committed to a diverse and inclusive environment.&nbsp;&nbsp;Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.&nbsp;&nbsp;Appointment will be subject to certification that the candidate is medically fit for appointment and verification&nbsp; of residency, visa and authorizations by the concerned Government, where applicable.&nbsp;&nbsp;Appointment will be subject to the provision of requirements relevant to the position including academic&nbsp; degree(s), professional licenses, criminal record certificate and declaration of relatives in the Organization.&nbsp; At the time of recruitment, all candidates must disclose any known relative or spouse who works for IOM.&nbsp;This post is subject to local recruitment. Only those holding a valid residence and work permit for Cyprus will&nbsp; be eligible for consideration.&nbsp;&nbsp;Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged&nbsp; by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to&nbsp; provide evidence of full vaccination.&nbsp;&nbsp;How to apply:&nbsp;&nbsp;Interested candidates are invited to submit their application including a cover letter, CV in English by email&nbsp; to: <a href="mailto:SMCYPIOMHR-Applications@iom.int">SMCYPIOMHR-Applications@iom.int</a> specifying the vacancy reference number VN CY2023-31 and&nbsp; full name in the subject line by 25 June 2024 at the latest.&nbsp;&nbsp;Due to the volume of applications received, IOM Cyprus Human Resources will not be able to respond to all&nbsp; inquiries about the application status and will only contact shortlisted candidates.&nbsp;&nbsp;Posting period:&nbsp;&nbsp;From: 11 June 2024 to 25 June 2024&nbsp;

Human Resources Assistant

Human Resources Assistant

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