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Human Resource Assistant-Expedited SVN Job at International Organization for Migration (IOM)
International Organization for Migration (IOM)
Job Description
IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration, dedicated to promoting humane and orderly migration for the benefit of all. The Human Resource Assistant supports recruitment processes, pre-employment activities, and organizational HR system maintenance within the Dar es Salaam office.
This role involves coordinating documentation, managing leave administration as a timekeeper, and providing administrative support for meetings and training activities to ensure efficient unit operations.
Duties, Roles and Responsibilities
- 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.
- Carry-out 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 Medical Services 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.
- Perform assigned role(s) in the organizational HR system, 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 and other HR-related documentation.
- Perform the role of Timekeeper; 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 the system.
- 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.
- 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.
- Draft certificates of employment, notices, letters, reports, presentations, graphs, etc.; update the organizational chart and support timely submission of documents.
- Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arranging meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
- Respond to general inquiries regarding Human Resources policies, instructions and procedures.
- Perform other related duties as assigned.
Qualifications, Education and Competencies
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