Human Resources Associate

The Human Resources Associate supports the delivery and implementation of HR functions in Italy and Malta, ensuring timely, accurate, and compliant HR processes. Responsibilities include recruitment coordination, pre-employment activities, HR data management, personnel actions, reporting, and providing guidance on HR policies and procedures.

Responsibilities

• Assist in coordination of recruitment processes, including providing guidance to hiring managers on preparation of Post Description, drafting and posting Vacancy Notices, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, participating in interview panels, drafting candidates’ assessment forms, conducting reference checks, preparing job offers, and administering recruitment mailbox.
• Support pre-employment activities such as preparation of Entry on Duty documentation, coordination of medical exams and follow-up with Medical Services, coordinate enrollment in insurance plans, support induction sessions, and arrange security briefings.
• Perform assigned roles in the organisational HR system, ensuring data consistency and accuracy; input and maintain data; verify eligibility for allowances and benefits; monitor contractual situations and entitlements; initiate actions and generate reports; manage contract extensions, personnel actions and related documentation.
• Carry out a wide range of HR actions including preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, and coordinate with Regional Office and HR Management in Geneva as appropriate.
• Prepare reports on personnel matters and submit timely; draft and review routine correspondence, letters, certifications; open and update personal files; maintain electronic and physical archiving systems including personnel files, recruitment files, HR policies, regulations, guidelines, manuals, and internal controls.
• Assist in monitoring compliance with performance evaluation process and follow-up with staff and supervisors; provide technical guidance on system use.
• Provide information to staff on entitlements and responsibilities in line with IOM regulations; respond to standard inquiries and refer complex ones.
• Identify areas for improvement and provide inputs for new or adapted procedures; assist in analysing and resolving sensitive cases by collating background information and sharing best practices.
• Provide guidance and training to new/junior staff in the unit.
• Perform other relevant duties as assigned.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, Psychology or a related field with three years of relevant professional experience; or, High School diploma with five years of relevant experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP or ORACLE is a distinct advantage.
• Experience in human resources management and personnel administration.
• Experience in maintaining personnel records and HR documentation, ensuring accuracy, completeness and confidentiality.
• Experience working with HR information systems and/or ERP systems.
• Prior work experience with international humanitarian organisations, non-government or government institutions/organisation in a multi-cultural setting is an advantage.
• Attention to detail, ability to organise paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Problem-solving and analytical skills.
• Ability to prioritise and manage multiple tasks.
• Ability to handle confidential and sensitive information.
• Effective communication with staff at different levels.
• Knowledge of IOM HR policies, rules and procedures is an advantage.
• Fluency in Italian and English (oral and written) is required.

Skills

• Human Resources Management
• Personnel Administration
• HR Documentation and Filing
• HR Information Management Systems
• ERP Systems
• Recruitment Coordination
• Pre-employment Activities
• HR Data Management
• Personnel Records Maintenance
• Microsoft Office Suite
• SAP
• Oracle
• Confidentiality Management
• Policy Compliance
• Report Writing
• Multitasking
• Problem Solving
• Analytical Skills
• Effective Communication

Languages

Italian, English