Human Resources Associate

The Human Resources Associate provides day-to-day human resources support to the IOM Coordination Office for the South Pacific in Suva, Fiji. The role involves assisting in recruitment processes, pre-employment activities, HR management, payroll preparation, and administrative support related to travel and protocol activities.

Responsibilities

• Assist in coordination of recruitment processes including guidance 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.
• Carry out pre-employment activities such as preparation of Entry-on-Duty documentation, coordination of medical exams, follow-up on medical clearance, coordination of orientation sessions, arrangement for security briefing, inclusion in insurance plans, and creation of personal files.
• Assist in coordinating and monitoring Human Resources Management in accordance with IOM regulations, policies, and procedures in coordination with Regional and Headquarters offices.
• Verify Human Resources processes and actions for conformity with IOM policies and procedures.
• Prepare HR communications, letters, presentations, infographics, and information materials using digital productivity and design tools.
• Maintain HR communication resources, templates, and digital content for accuracy and accessibility.
• Perform the role of Timekeeper; monitor, maintain, update and reconcile leave quotas; generate and analyze leave-related reports; respond to leave administration queries; guide staff on leave request and approval procedures.
• Prepare monthly payroll for Consultants and Interns and monitor payments.
• Carry out Personnel Action roles and Performance Appraisal System Agent role in Oracle ensuring data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor contractual situations and entitlements; generate reports and documentation related to contracts and personnel actions.
• Support separation, classification, and promotion processes by collecting documentation, drafting forms, making calculations, obtaining approvals, and coordinating with relevant units.
• Update and maintain electronic archiving systems in the HR Unit including personnel files, recruitment files, HR policies, regulations, guidelines, manuals, and internal controls.
• Assist with logistics and administrative formalities related to travel arrangements, entry visas, and guide on entry processes for personnel and dependents.
• Ensure updating and maintenance of relevant policies and procedures of Ministry of Foreign Affairs, Immigration Bureau and other key departments as needed.
• Ensure all protocol activities relating to personnel and dependents are in accordance with organizational and national government requirements including correspondence with national authorities.
• Maintain up-to-date database on stay permits and re-entry visas and send alerts to personnel including provision of advice as required.
• Perform other related duties as assigned.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, Psychology or 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.
• Progressively responsible secretarial, administrative and operational experience, preferably in an international, non-profit environment.
• Experience in liaising with governmental and diplomatic authorities as well as with national and international institutions.
• Demonstrated ability to manage multiple work assignments efficiently, effectively, and with minimal supervision.
• Strong digital literacy, including proficiency in Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and Copilot), online research, data analysis, document automation, and virtual collaboration tools.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Excellent interpersonal skills with high professionalism.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, detail and client-oriented, patient and willingness to learn new things.
• Ability to create visually engaging HR communications, training materials, employer branding content, and workforce data visualizations using digital design and AI-enabled tools is a distinct advantage.
• Fluency in English (oral and written) is required.

Skills

• Human Resources Support
• Recruitment Processes
• Payroll Preparation
• Administrative Support
• Liaising with Authorities
• Office 365 Proficiency
• Data Analysis
• Document Automation
• Virtual Communication Tools
• Digital Literacy
• HR Communications Design
• Training Material Development
• Employer Branding Content
• Workforce Data Visualization
• Online Research
• Multi-cultural Work Experience
• Operational Experience
• Secretarial Skills

Languages

English