Human Resources Assistant

Under the overall supervision of the Chief of Mission and the direct supervision of Resource Management Officer, the successful candidate will be responsible and accountable for providing necessary support to human resources functions of IOM Beirut mission and hub/satellite offices.   Assist in coordination of the recruitment Cycle and assignment of national staff and interns including: • Coordinate with PAC for classification of Terms of References • Advertise vacancies and shortlist applicants; • Schedule interviews, prepare interview protocols and recruitment forms for the interview panel and interview candidates; • Contact selected candidates and prepare the offer to them • Conduct Orientation and welcoming new employees to the organization Prepare necessary forms for recruitment and assignment of international staff when needed.   Process contracts for TDYers and STA; prepare any needed documents for their visa applications.  Responsible for PRISM HR Organizational Management (OM) and Time management (TM) roles. Keep updates to the organizational structure and check data to ensure consistency and accuracy. Process the separation documents for national staff including preparation and issuance of  the separation notices, coordinating with PAC the submission of the separation clearance forms and staff entitlements before releasing the final payment and prepare employment certificates;  Coordinate and assist staff on process of reporting Occupational and non-occupational accident and MSP claims as and when required for staff. Act as a focal point with General security regarding visas for IOM TDY’ers and residency permits for international staff.  Prepare  and submit the monthly reports on personnel matters to PAC (PEF, MSP and CP reports);  Assist newly-arrived international staff with administrative formalities related to their accreditations;  Maintain and update of personnel files for national staff and international staff; maintain and update overtime/compensatory leave, sick/annual leave records of all staff. Regularly check the attendance reports for SMs. Track staff member’s annual leaves balances of and notifies and give reports to supervisors and SM frequently. Prepare the monthly payroll for national staff and consultants and Update the monthly projectization for national staff on PRISM HR; upload on PRISM for payroll processing.  Prepare and submit MSP reimbursement payment authorized by HCPU to the finance unit and ensure that the payment is carried out in the current month;  Act as focal point for PSEA (prevention of sexual exploitation and abuse). Prepare training material and conduct training for staff member Act as focal point for the OMT of UN common system. Participate in monthly meetings of OMT and submit minutes to COM and RMO Be attentive to staff member grievances, and alert senior management of accordingly; assist and provide  guidance to staff and managers on HR matters, policy and procedures; liaising with RO and HQ when needed.  Provide guidance and training to new/junior staff.  Perform any other duties as may be assigned