ThaiNGO

Open to Internal and External Candidates

Position Title : Human Resources Assistant

Duty Station : Bangkok, Thailand

Classification : General Service Staff (G4,THB 61,967.50 per month)

Type of Appointment : One Year Fixed-Term, 12 months with possibility of extension

Desired Start Date : As soon as possible

Closing Date : 30 December 2021

Reference Code : VN041/2021

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. 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.

1. ORGANIZATIONAL CONTEXT AND SCOPE:

Under the overall supervision of the Head of Resources Management (Head of RM) and direct supervision of the Human Resources Assistant; and, in collaboration with relevant units the Administrative Centres, the successful candidate will be responsible and accountable for assisting the Human Resources Assistant in the management of human resources functions in Thailand Country Office.

2. RESPONSIBILITIES AND ACCOUNTABILITIES:

Particularly, he/she will carry out the following duties:

1. Support recruitment processes in the office by coordinating the publication of 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, including assisting in updating recruitment matrix.

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 Occupational Health Unit (OHU) on medical clearances, coordination of orientation sessions, arrangement for security briefing, warden zone assignment and medical examinations, inclusion in insurance plans as appropriate, creation of personal file, etc.

3. Maintain and update records for compliance with IOM mandatory trainings and USRAP Integrity Guidelines in staff personnel files.

4. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and update the IOM Thailand Directory on a periodic basis. .

5. Ensure the issuance and renewal of IOM ID badges, building passes for staff and non-staff members, as applicable.

6. Issue and maintain hourly contracts, daily contracts, and escort contracts based in Thailand; keep systematic recording of such issuance both in PRISM HR, electronic and hard copies.

7. 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 situation and entitlements and generate reports, contract extensions, personnel actions and other related documentation.

8. Assist in reviewing, maintaining, and re-directing incoming and outgoing e-mails in HR BCP mailbox.

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

10. 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.

11. Assist in creating vendor accounts, purchase orders and making payments for consultants, including tracking such activities.

12. Perform other related duties as assigned.

3. DESIRABLE COMPETENCIES:

Values

The incumbent is expected to demonstrate the following values and competencies:

• 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 challenges.

Core Competencies

• 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.

4. EDUCATION 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.

• Familiarity with financial and business administration

• Team work oriented but with a capacity to work independently

• Excellent writing and communication skills

• Computer literate

5. LANGUAGES

Required: Fluency in English and Thai (Oral and Written)

Other

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, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Only candidates residing in either the country of the duty station or from a location in a neighboring 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 neighboring country located within commuting distance, and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications along with a duly completed IOM Personal History Form to the IOM Bangkok Human Resources Unit at e-mail bkkrecruitment@iom.int by 30 December, 2021 at the latest. The form can be downloaded from https://thailand.iom.int/sites/thailand/files/Recruitment/IOM%20Personal%20History%20Form%20with%20Declaration.xls Kindly indicate the reference code VN041/2021 followed by your full name in the subject line.

Applications should include: a) a cover letter, indicating the dates of availability; b) a curriculum vitae; c) a duly completed IOM Personal History Form (may be downloaded from http://thailand.iom.int/);

Only shortlisted candidates will be contacted.

Posting period:

From 16.12.21 to 30.12.2021