Human Resources Assistant at at International Organization for Migration (IOM)(Deadline:16 December 2021)

Share this to colleagues

šŸ˜ļø About the Organization and Job Details

The Organization

International Organization for Migration (IOM)

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.

šŸ“‹ Job Description Details


Open to Internal and External Candidates

Position Title


Human Resources Assistant


Organization Unit

: Resources Management

Duty Station


Kigali, Rwanda


:Ā General Service Staff, Grade G5Ā (UN salary Scale for

GS staff)

Type of Appointment


: One-year Fixed term, with possibility of extension

Estimated Start Date

:Ā Ā Ā As soon as possible

Closing Date


December 16, 2021

Reference Code


VN2021/23 – RW

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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.


Under the overall supervision of the Chief of Mission and the direct supervision of the Head of Resources Management, the Human Resources Assistant is responsible for the coordination and implementation of the Human Resources activities in IOM Rwanda mission.

Job Duties& TasksĀ  and Responsibilities

Ā Core Functions / Responsibilities:

  1. 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 candidatesā€™ 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 Services (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 PRISM HR 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.
  4. Perform the role of Time-keeper in PRISM; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyse Ā leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.
  5. 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.
  6. 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.
  7. 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.
  8. Organize Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records.
  9. Provide information to staff on their entitlements and responsibilities in line with IOM
  10. Regulations, instructions, and procedures. Respond to standard inquiries and refer the most sensitive/complex ones.
  11. 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.
  12. Participate in inter-agency Human Resources related working groups as assigned.
  13. Provide guidance and training to new/junior staff in the unit.
  14. Perform other related duties as assigned.

šŸ’¼ Job Specification

Job Qualification Needed

Required Qualifications and Experience


  • High School diploma with five years of relevant experience; or,
  • Bachelorā€™s degree in Human Resources, Business Administration, Psychology, or related field with three 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.


Fluency in English. French, Kinyarwanda, and Swahili is an added advantage.

Required Competencies


  • Inclusion and respect for diversity:Ā respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • Integrity and transparency:Ā maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
  • Professionalism:Ā demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies

  • Accountability ā€“ Meets deadline, cost, and quality requirements for outputs
  • Client Orientation ā€“ Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries;
  • Continuous Learning ā€“ Keeps abreast of developments in own professional area
  • Communication ā€“ Clearly communicates, and listens to feedback on, changing priorities and procedures;
  • Creativity and Initiative ā€“ Proactively develops new ways to resolve problems
  • Leadership and Negotiation ā€“ Presents goals as shared interests;
  • Planning and Organizing – Sets clear and achievable goals consistent with agreed priorities for self and others;
  • Professionalism – Masters subject matter related to responsibilities;
  • Teamwork ā€“ Actively contributes to an effective, collegial, and agreeable team environment;


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

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

šŸŒ How to Apply

Job Application Channel AcceptedĀ  and any other relevant Application Ā Info’sĀ 

Ā How to apply:

Interested candidates are invited to submit their applications toĀ iomrwandarecruitment@iom.intĀ byĀ 16 December 2021Ā at the latest, referring to this advertisement.

The subject of your e-mail MUST indicate the reference code, the Position title as well as candidateā€™s names

In order for an application to be considered valid, IOM will only accept applications which should include a completed Personnel History Form (please download and fill it) and an application letter (not more than one page)

Only shortlisted candidates will be contacted.

Posting period:

From 03.12.2021 to 16.12.2021

  • Are youĀ  an Employer (Ā  Businesses & Entities of All kinds or Individuals )Ā  Hiring or lookingĀ  any kind of Online Applications & Registrations Services ?Ā  Career in Rwanda LtdĀ  serve youĀ  in Job Advertisements & Recruitment Services, Every Online ServicesĀ  that you may need.
  • Don’t you Have timeĀ  to Apply or Updates and OptimizeĀ  your JobĀ  Application File ( CVs &Resumes , online Job Profile Accounts , etc.Ā ) Ā ?, Don’t Hastate to Contact Career in Rwanda LtdĀ  viaĀ  WhatsAppĀ  and CallĀ  : +250785036816 / +250790518586 for any Kind Assistance , we help every Job Seeker to sendĀ  a Professional and Well UpdatedĀ  ( CVs, Resumes,Ā  online Job Profile Accounts, etc. )Ā to the Concerned Employer!


CLICK HERE to Join Our Business WhatsApp groupĀ 

 35 All the time,  1 To day

Share this to colleagues

You May also read these Posts