Human Resources Assistant | منظمة IOM

Human Resources Assistant | منظمة IOM

Human Resources Assistant | منظمة IOM

Human Resources Assistant | منظمة IOM

Position Title Human Resources Assistant

Duty Station Khartoum, Sudan

Classification G4

Type of Appointment One-year Fixed Term with possibility of extension

Estimated Start Date As soon as possible

Closing Date 21.07.2022

Reference Code VN 14 2022

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading

UN agency in the field of migration, works closely with governmental, intergovernmental and

non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the

benefit of all. It does so by providing services and advice to governments and migrants.


Under the overall supervision of the Human Resources Officer and direct supervision of the

Senior Human Resources Assistant, the successful candidate will be responsible.

Core Functions / Responsibilities:

1. 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.

2. 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 Health Insurance Medical Services (Manila or Panama)

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.

3. Perform assigned role(s) in PRISM HR paying special attention to data consistency and

accuracy; input and maintain data based on approvals and supporting documentation;

monitor and follow up on contractual

4. situation and entitlements and generate reports, contract extensions, personnel actions

and other related documentation.

5. Perform the role of Timekeeper in PRISM; 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 PRISM.

6. 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.

7. 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.

8. Draft certificates of employment, notices, letters, reports, presentations, graphs, update

the organizational chart and support timely submission of documents.

9. Support the organization of meetings, training activities and other Human Resources

events by carrying out logistical activities such as arrangement of meeting facilities,

equipment, materials, preparation of correspondence and drafting and assembling of


10. Respond to general inquiries regarding Human Resources policies, instructions, and


11. Perform other related duties as assigned.

Required Qualifications and Experience


• High School diploma with four years of relevant experience; or,

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related

field with two years of relevant professional experience.


• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail,

Outlook; previous experience in SAP 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; and,

• Prior work experience with international humanitarian organizations, non-government

or government institutions/organization in a multi- cultural setting is an advantage.


English and Arabic is Required.

Required Competencies

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

• Inclusion and respect for diversity: respects and promotes individual and cultural

differences; encourages diversity and inclusion wherever possible.

• Integrity and transparency: maintains 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


Core Competencies – behavioural 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.

• mplex matters in an informative, inspiring and motivational way.


• Any offer made to the candidate in relation to this vacancy notice is subject to funding


• IOM has zero tolerance with discrimination and does not discriminate to HIV/AIDS


• This position is open to ONLY Sudanese nationals and those authorized to live and

work in Sudan according to Sudanese regulations.

• Vacancy close at 23:59 local time Khartoum, Sudan on the respective closing

date 21.07.2022. No late applications will be accepted.

How to apply:

Interested candidates are invited to submit their Resume via email:

by 21.07.2022 at the latest, referring to this advertisement.

Only shortlisted candidates will be contacted.

Posting period:

From 07.07.2022 to 21.07.2022

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