Senior HR Assistant


Country: United States of America
Organization: International Organization for Migration
Closing date: 5 May 2021

The candidate MUST have a work authorization in the US.

Core Functions / Responsibilities:

1 Gain an expert understanding of the IOM instructions on contracts and recruitment, as well as the Staff Rules and Regulations (SRR), in order to provide hiring managers within the USRAP and Movement Operations globally information on recruitment procedures and appointments.

  1. Assist the RMM HR-Business Partner with all stages of the recruitment cycle for hiring within the USRAP or Movement Operations, including preparing new post descriptions; updating post description templates; interacting with HR Management in Geneva (HRM), the Panama Administrative Center (PAC), and the Manila Recruitment Unit (REC) on new vacancies, ratings, Appointments and Posting Board (APB) meetings, shortlisting and other recruitment modalities; and interacting with the Manila Human Resources Office (MHRO) on hiring procedures.

  2. Directly assist hiring managers with recruitment procedures, including assisting with shortlisting in PRISM; organizing interview times with panel members and scheduling them on panel member calendars; preparing relevant candidate information for panel members; issuing interview invitations; requesting references; preparing and issuing written exams to candidates; taking notes during interviews; preparing Candidate Assessment Forms (CAFs); and liaising with managers on final paperwork and approvals.

  3. As needed, research opportunities for IOM, the USRAP and RMM to boost the visibility of vacant positions to potential candidates, including candidates in academic settings such as colleges and universities and professions such as refugee resettlement and travel. When requested, participate in career fairs, job talks and other recruitment-related events or engage in networking opportunities on behalf of IOM.

  4. Administer the First Advantage (FADV) Background Check system on behalf of the USRAP, including flagging candidates in need of background checks to missions and REC; issuing background check invitations; liaising with candidates on invitations; trouble-shooting issues as they arise; corresponding with FADV; alerting REC, MHRO and hiring managers when background checks clear; running background checks; sharing background check reports with USRAP Global Management; and updating the FADV Workflow as needed.

Job Architecture and Restructuring

  1. In coordination with the RMM HR-Business Partner, update the RSC, POE and RMM Job Architecture documents as needed, including when guidance and directives from USRAP And RMM change and when institutional language on recruitment and post descriptions is updated.

  2. Prepare and give presentations to missions on the RSC, POE and RMM Job Architectures, explaining the basic tenants of the architectures and answering questions from missions regarding the implications of standardization in their location.

  3. With the RMM HR-Business Partner, implement the Job Architecture standardization in missions, including requesting and reviewing organizational charts and post descriptions; recommending phased implementation in line with mission finances; guiding missions on the steps involved in implementation; assisting missions in moving through each step of implementation; working with the HR-Business Partner to request approval from PAC for reclassifications; following up with missions to ensure timely implementation; and reviewing mission Job Architecture implementation every two years post-standardization.

  4. Assist the RMM HR-Business Partner and hiring managers in preparing standardized post descriptions for the Resettlement Support Center (RSC), Port of Entry (POE) and RMM Job Architectures and blended or individual post descriptions for mission-specific positions.

  5. Advise hiring managers, PAC and REC on the use of standardized and rated Job Architecture post descriptions. Update the standardized post descriptions, request new ratings and disseminate the final versions to missions as needed.

  6. Assist the RMM HR-Business Partner in guiding missions through restructuring and downsizing exercises according to the Job Architectures, IOM Downsizing Guidelines and other relevant instructions. As needed, assist missions in planning restructuring exercises; reviewing downsizing plans; enacting comparative review and advertisement of position exercises; and coordinating restructuring with HRM.

Other Duties

  1. As requested, participate in regular HR-Business Partner calls with USRAP Project Managers, providing guidance and information on recruitment, restructuring, job architecture implementation and other HR topics and sharing relevant resources as needed.

  2. Perform any other duties as may be assigned.

Required Qualifications and Experience:


• Bachelor’s degree or related field with four years of relevant professional experience.


• 4 years of relevant working experience.


• Adapts best Human Resources practices to the requirements of IOM to facilitate the achievement of strategic objectives.

• Effectively applies knowledge of relevant Human Resources theories and practices, and recognizes their application within existing IOM processes.

• Delivers Human Resources solutions customized to the needs of IOM.


Fluency in English.

Required Competencies

Values – all IOM staff members must abide by and demonstrate these three values:

  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • Integrity and transparency: maintain 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 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 action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

How to apply:

How to apply:

Please submit resume to by May 5, 2021.


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