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IOM - UN Migration · 2 hours ago

EXPEDITED SVN-US10-2026-005 Human Resources and Administrative Associate

Washington, DC

Full-time

Onsite

Entry, Mid Level

$5,508.33/mo - $5,508.33/mo

3+ years exp

The International Organization for Migration is seeking a Human Resources and Administrative Associate to support their HR unit in Washington DC. The role involves coordinating recruitment processes, managing HR actions, and ensuring compliance with personnel regulations while providing administrative support and guidance to staff.

AdvocacyFirst AidNon Profit

No H1B

Responsibilities

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

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 Services (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, UNJSPF and 401 enrolment documents etc

Perform assigned role(s) in PRISM/ORACLE, paying special attention to data consistency and accuracy; input and maintain 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 prompt actions and generate reports, contract extensions, personnel actions, and other related documentation

Perform the role of Timekeeper in PRISM/ORACLE ; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM/ORACLE

Carry-out a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Regional Office, Administrative Centers, and Human Resource Management in Geneva as appropriate

Prepare all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; open and update personal files, 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

Assist in monitoring 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

Organize Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records and issue reports as requested

Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions, and procedures. Respond to standard inquiries and refer the most sensitive/complex ones

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

Provide support to the Senior Human Resources Assistant to prepare, validate, and process payroll for all staff adhering to the schedule for payroll runs. Input elements (entitlements, advances, loans, variable elements, step increases, changes in salary, etc.) in PRISM/ORACLE and PAYCHEX. Provide assistance in the validation of payroll results to ensure accuracy of all payments and deductions by issuing report from PAYCHEX and PRISM/ORACLE. Communicate all PRISM/ORACLE Payroll and PAYCHEX related issues to PRISM/PAYCHEX/ORACLE Helpdesk and follow-up resolutions made

Participate in inter-agency Human Resources related working groups as assigned

Provide guidance and training to new/junior staff in the unit

Assist the National Human Resources Officer with handling the communication with local authorities in every state IOM is operating, to resolve issues regarding various administrative matters including exemption from taxation, determination of IOM status and complains from former employees

Responsible for the investigation, monitoring and response to unemployment queries regarding staff members. Review the unemployment policies pertaining to the state to prepare and submit appeals and substantiating documents to unemployment agencies. In cases, where the unemployment claim escalates, appear on behalf of IOM in the telephone hearings before the administrative judge/referee. Draft and formally appeal against a referee’s decision against IOM in unemployment decisions

Liaise with Insurance companies regarding any insurance claims that are made (e.g. damage to offices etc.)

Responsible for submitting requests, verifying, and distributing Metro cards on a quarterly basis for all eligible employees. Communicate with Metro Transportation Providers in case of any issues or inquiries

Coordinate the administration and renewal of the local Insurance policies, such as Unemployment and Disability insurance, Workers Compensation insurance, General Liability, Property and Auto Insurance for all IOM offices in the United States. Checking compliance with the local law requirements. In charge of reviewing the policies periodically and making recommendations regarding changes

Perform such other duties as may be assigned

Receive visitors; handle incoming calls and routine requests; coordinate administrative and logistics support for meetings and conferences; assist with travel and hotel arrangements; ensure complete documentation for travel authorizations and related files

Review, process, and follow up on incoming correspondence, including email and mail; draft responses to routine communications; proofread and format various documents, ensuring adherence to established standards for grammar, punctuation, and style; create spreadsheets, presentations, and maintain internal databases, mailing lists, and reference materials

Coordinate G4 visa processes for staff and their dependents, including new applications and renewals; manage Employment Authorization and Social Security applications; liaise with US consulates and the Office of Foreign Missions (OFM); register and deregister staff; maintain a comprehensive tracker for related data and ensure timely dissemination of updates

Process and monitor general administrative tasks such as Purchase Requisitions, Requests for Payment, and Invoice Creation using relevant systems; oversee UN laissez-passer applications and renewals; ensure accuracy and compliance with procedures and deadlines

Qualification

HR software proficiencyMicrosoft OfficeSAP/ORACLE experienceCommunicationAttention to detailData analysisClient-orientedWillingness to learnConflict resolutionTime management

Required

High school diploma with five years of relevant experience; with four years of working experience

Bachelor's degree in Human Resources, Business Administration, Psychology or related field with three years of relevant professional experience

Fluency in English is required (oral and written)

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

Attention to detail, ability to organize paperwork in a methodical way

Discreet, details and clients-oriented, patient and willingness to learn new things

Excellent communications skills

Competency in HR software and tools

Excellent research skills

Ability managing conflict resolution

Ability analyzing data

Proficient Time-management skills

Ability to work with minimum supervision

Excellent Technical skills, ability to use communications platforms, HR tools and systems, etc

Preferred

Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage

Benefits

Health Insurance

401 enrolment

Company

IOM - UN Migration

Established in 1951, the International Organization for Migration is the leading intergovernmental organization in the field of migration and is committed to the principle that humane and orderly migration benefits migrants and society.

Founded in 1951

Geneva, Geneve, CHE

10001+ employees