HR Assistant (Staff Development and Learning) VN 158/2023
Philippines
JOB DETAIL
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.
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.
Context
Under the overall supervision of the Head of SDL, direct supervision of the Sr. SDL Assistant in Manila, collaboration with SDL colleagues in Headquarters and Panama, and close coordination with training focal points in various offices worldwide, the successful candidate will be responsible and accountable for the administration of the HR ticketing system and reporting feature of the learning management system as well as the functions mentioned in section 3 of this document.
Core Functions / Responsibilities
HR TICKETING SYSTEM
- Review, distribute and monitor incoming queries or requests; follow-up on unresolved tickets within established timelines.
- Address incoming queries and requests related to reports and mandatory training compliance.
- Carry-out the system administration and promotion of the HR ticketing system.
- Identify technical issues with system workflows, raise concerns and discuss solutions with concerned parties, and implement any needed adjustments/changes to address identified issues in a timely manner.
LEARNING MANAGEMENT SYSTEM & STAFF TRAINING DASHBOARD
- Carry-out the maintenance and improvement of the staff training dashboard developed using Power BI. Coordinate with the Information and Communications Technology (ICT) or other relevant teams within IOM as needed.
- Carry-out the system administration and promotion of IOM’s learning management system (LMS), primarily on its reporting feature.
- Perform capacity-building activities, including but not limited to, conducting demo sessions, creating video tutorials, creating user guides, etc. for end-users and stakeholders to use the LMS reporting feature and Power BI dashboard for independent usage in a decentralized structure.
LEARNING SUPPORT
- Assist the implementation and promotion of SDL’s policy and processes, programmes and initiatives in line with the learning needs of the Organization.
- Monitor, report, promote and coordinate with relevant stakeholders to increase the mandatory training compliance of IOM staff worldwide.
- Generate and consolidate training records from a range of sources and create visual statistical reports and dashboards based on well-defined metrics.
- Consolidate data and prepare SDL and ITMU reports which include but are not limited to the following: annual ITMU report, SDL-MAC periodic report, IOM annual report, organizational effectiveness report, audit requests and others.
- Organize training events for the Manila Human Resources Operations (MHRO) when the involvement of SDL is needed.
- Perform other related duties as required.
Education
- Bachelor’s degree in information communications technology, statistics, mathematics, information management, computer science, or business administration from an accredited institution with three years of professional experience; or,
- High school diploma with five years of relevant professional experience
- Certification on statistics, monitoring and evaluation, or data management/data visualization is an advantage.
- Other diploma or training certification, an advantage
Experience
- Experience in the management and administration of a learning management system, preferably CornerStone OnDemand or Oracle, is required;
- Experience in the management of a ticketing system is preferred;
- Experience in project management, monitoring and reporting is an advantage;
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
- Advanced proficiency in the use of Power BI or Tableu for data reporting and analysis.
- High proficiency in the use of MS Excel (tables, pivot, charts, slicers, conditional formatting and Excel formulas)
- Proficiency in the Microsoft Office suite and other digital tools.
- Strong analytical skills with the ability to collect, organize, analyse and disseminate significant amounts of information with attention to detail and accuracy.
- Adept at queries, report writing and presenting findings.
- Demonstrated good customer-oriented skills and experience.
- Ability to work independently with limited supervision and under pressure.
- Possess high level of flexibility and adaptability to change.
- Excellent communication skills including verbal, written and presentation skills (English)- Knowledge of French/Spanish and or Arabic would be a distinct advantage.
Languages
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
Values
Inclusion & respect for diversity
- Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
- Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
- Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
- Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
- Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
- Delivers on commitments; manages the organization’s resources reliably and sustainably.
- Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
- Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
- Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
Professionalism
- Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
- Seeks to raise professional standards in self and others through daily work and activities.
- Adapts quickly to change and is decisive and versatile in face of uncertainty.
- Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Core Competencies
Accountability
- Accepts personal responsibility for quality and timeliness of work.
- Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
- Operates in compliance with organizational regulations and rules.
- Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
Communication
- Presents information using language and sequence of ideas that is easy for recipients to understand.
- Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
- Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
- Listens carefully and genuinely to the views and positions of others; acts on received information.
Managing and sharing knowledge
- Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
- Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
- Puts new learning into practice and draws on diverse sources of ideas and inspiration.
- Contributes to the identification of improvements to work processes and assists in implementing them.
Teamwork
- Establishes strong relationships with colleagues and partners; relates well to people at all levels.
- Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
- Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
- Coordinates own work with that of the team to meet agreed priorities and deadlines.
Delivering results
- Produces quality results and provides quality services to clients.
- Meets goals and timelines for delivery of products or services.
- Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
- Shows understanding of own role and responsibilities in relation to expected results.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 22 Sep 2023. VN Number and Position Title (VN 158/2023 – HR Assistant (Staff Development and Learning)) should be specified in the SUBJECT field.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted.
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