Hr/Admin Assistant- Hybrid

1. Perform assigned Personnel Administration role in master data paying special attention to data consistency and accuracy

• Input and maintain data for hiring, rehiring, staff contract (new appointment, renewal, change in contract type, extension), transfer, Advancement Within Grade (AWG), promotion, separation and other entitlements applicable to staff based on approvals and supporting documentation

• Verify eligibility for allowances and other benefits

• Monitor, coordinate and follow-up staff contract status and entitlements, including non-staff

• Generate reports, contracts extensions, personnel actions and other related documentation

• Initiate issuance of Personnel Action (PA), contracts and other entitlements in a timely

manner

2. Carry-out a wide range of Human Resources actions, including but not limited to the preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases etc. and coordinate with the Panama Administrative Centre and Human Resource Management in Geneva, as appropriate.

3. Perform pre-payroll and validate timekeeping related activities

• Responsible for the checking of ORACLE/WAVE input of overtime, night differential,

transportation allowance

• Keep track and input Short Term Assignment (STA) and Interim Allowance

• Review Wage Type Report entries in line with the staff member’s entitlements, movements and issued Personnel Action forms

• Assist in the reconciliation of leave in the systemts against the absent quota and attendance record

4. Prepare and maintain trackers, reports, and systems available for MAC HR Administration and submit timely to concerned parties

• Regularly update the HRA tracking List for contract, entitlements, separation and terminal

emoluments and database, in collaboration with the HR Specialist (HR Administration);

• Assist in the preparation of HR administration reports and other related activities and

initiatives;

• Update and maintain the electronic and physical archiving systems in the unit including

personnel administration files, Human Resources policies, regulations, guidelines and manuals, internal controls etc.

5. 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.

6. Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions, and procedures. Ensure that all Personnel Administration related inquiries are address in a timely manner and refer the most sensitive/complex ones to the national HR Officer.

7. Identify areas for improvement and highlight them to supervisor; provide inputs for new

procedures to complement or to adopt existing ones taking into consideration the specifics needs of the office. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.

8. Maintain regular coordination with MACHR Recruitment team to support the timely on-boarding of staff. Validate incoming staff completion of pre-employment requirements, IOM forms and prepare contract and PA at least three days prior to Entry on Duty (EOD).

9. Assist in organizing human resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records.

10. Participate in inter-agency Human Resources related working groups, as assigned.

11. Provide guidance and training to new/junior staff in the unit.

12. Perform other personnel administration related administrative duties

• Perform Respond to employment verification;

• Maintain personnel files of active and separated locals staff and ensure completeness of

records;

• Prepare Request for Payments (RFPs) for MSP after-service payment

• Prepare monthly overtime schedule guidelines to be distributed internally via e-mail blast;

• Draft and review routine correspondence, letters, certifications etc.

13. Perform other HR related duties as may be assigned by the supervisors from time to time.

Required Qualifications and Experience

• University degree in Psychology, Human Resource, Management or a related field from an accredited academic institution, with three years of relevant professional experience;

• Completed High School degree from an accredited academic institution, with five years of relevant professional experience;

• Certificate on human resources an advantage.

Proficient in computer with experience in HR systems and applications; working knowledge of SAP HR

Job Type: Full-time

Pay: Php25,000.00 - Php30,000.00 per month

Benefits:

• Work from home

Work Location: In person