Resource Management Assistant

Special Vacancy Notice

Open to Internal and External Candidates

Position Title: Resource Management Assistant
Duty Station: IOM Helsinki, Finland
Classification: General Service Staff, Grade G4
Type of Appointment: 6 months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 05 January 2025
Reference code: FI10-SVN-2024-04

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.

Context:

Under the overall supervision of the Head of Office (HoO) in Finland and direct supervision of the Resources Management Officer (RMO) and the Senior Human Resources Associate (SHRA); and, in collaboration with relevant units in the mission and the Administrative Centres, the successful candidate will be responsible and accountable for managing the resources management functions in the mission.

Core Functions / Responsibilities:

1. Provide support to the Resources Management Unit (RMU) in financial, procurement, human resources and other administrative activities.
2. Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.
3. Extract and input data from various sources in financial, human resources or accounting systems.
4. Review all types of payments starting from purchase to payment requests verifying that they are duly authorized, and all the supporting documents are attached therewith
5. Support recruitment processes in the office by coordinating the administrative workflow.
6. Perform assigned role(s) in Oracle 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.
   IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
7. Perform the role of Time-keeper in Oracle; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in Oracle.
8. 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.
9. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
10. Support the organization of meetings, training activities and other Resource Management events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
11. Respond to general inquiries regarding Resource Management policies, instructions and procedures.
12. Perform other related duties as assigned

Required Qualifications and Experience

Education

• High School diploma with four years of relevant experience; or,
• Bachelor’s degree in Human Resources, Business Administration, Finance or related field with two years of relevant professional experience.

Experience

• Experience in financial administration including financial management, budgeting and /or human resources.
• Sound knowledge of financial rules and regulations.
• Prior experience in usage of Oracle is an advantage and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Proficient in Microsoft Office applications e.g. SharePoint, Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Oracle is a distinct advantage;
• Discreet, details and client-oriented, patient, with willingness to learn new things.
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things

Languages

• Fluency in written and spoken English and Finnish is required.
• Good knowledge of Swedish is considered as advantageous.
• Any of the languages spoken by the target beneficiaries is considered as advantageous, such as: Arabic, Sudanese Colloquial Arabic, French, Swahili, Dinka, Tigrinya, Amharic, Dari/Farsi.

Required Competencies

Values

• 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 – behavioural indicators level 1

• 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.

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 and verification of residency, visa and authorizations by the concerned Government, where applicable.

As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19.

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

How to apply:

Interested candidates with the required qualifications should submit a cover letter and a CV. Save them in the form “Your Family Name _ Your First Name”, either as .doc or as .PDF file (e.g.: Doe_John.doc or Doe_John.PDF). All applications must be addressed to the Resource Management Officer (email: iomhelsinkihr@iom.int) quoting the above vacancy notice number/reference code as well as the last name of the candidate.

Only shortlisted candidates will be contacted. Unfortunately, we are not able to answer phone inquiries at this stage.

Posting period:

From 10 December 2024 to 5 January 2025