EXPEDITED-VN- US97-2025-014 Senior Human Resources and Administrative Associate

1. Participate in evaluation of staffing needs in the office and 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 Service (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.
3. Perform assigned role(s) in ORACLE HR paying special attention to data consistency and accuracy; input, maintain and verify 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 and coordinate prompt actions; generate, edit and review reports, contract extensions, personnel actions and other related documentation.
4. Monitor attendance and leave administration; 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 and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
6. Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; 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. Monitor 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. Plan and coordinate the organization of Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records. Participate in assessments of staff training and development needs.
9. Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard and more complex inquiries and refer the most sensitive ones as appropriate.
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. Provides comments on interpretation
11. Participate in inter-agency Human Resources related working groups as assigned.
12. Assist with the annual Medical Insurance Campaign for eligible employees and their dependents in MSP, local Kaiser Insurance, Long term Disability Insurance. (Task includes arranging for the employees' inclusion/exclusion in/from the MSP, tracking the submission of docs required to support the premium contribution configuration).
13. Maintain UNJSPF enrolments
14. Prepare 401K monthly reports and semi-annual 401K accumulation reports. Submit these reports to the assigned local 401K provider. Prepare 401K Yearly Census data for the appropriate local authorities.
15. Serve as a focal point to the IOM employees in the US for the 401K plan website; provide information on plan procedures, enrolment, loans and distributions to the participants

Payroll Processing

16.    Analyze, verify, and process payrolls for all employees and non-staff members, ensuring timely and accurate payment of salaries.
17.    Prepare and submit all the required payroll reports in ORACLE and PAYCHEX to relevant units on a timely manner.
18.    Strictly adhere to the schedules for payroll runs and require compliance by all units involved that all payroll related data are submitted and must be received by Payroll Unit on time.
19.