Human Resources Coordinator

Job Description

Under the overall supervision of the Head of Resources Management in Doha, Qatar (CAS) and direct supervision of the Human Resources Officer, the successful candidate will be assisting in coordinating and monitoring the Human Resources management functions in the mission in Doha, Qatar (CAS).

Responsibilities

Responsibilities and Accountabilities

1. Assist in coordinating and monitoring the Human Resources management functions in the mission in accordance with the organization’s policies, procedures and practices. 
2. Participate in evaluation of staffing needs in the office and coordinate  recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates assessment forms, conducting reference checks and ensuring that other clearance procedures have been met. 
3. Coordinate and prepare selection notifications and job offers and follow up pre-employment activities including Entry on Duty (EOD) documentation and collection of supporting documentation as per requirements; coordination of EOD medical exams and follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearance, coordinate enrolment in insurance plans as appropriate, arrange and delivery of induction sessions, and route IOM personnel for security briefing, etc.
4. Perform assigned role(s) in IOM’s systems and databases; monitor consistency and accuracy of data and HR documentation; verify eligibility for allowances and other benefits; monitor and follow-up on contractual situation and entitlements, payroll correctness and coordinate prompt actions; generate, edit, review and ensure correctness of reports.
5. Monitor attendance and leave administration; generate, edit and analyse related reports; respond to questions concerning leave administration; guide staff and managers on request and approval procedures.
6. Carry-out, coordinate and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate mission, with Regional Office, Administrative Centres and Human Resource Management in Geneva as appropriate. 
7. Prepare, coordinate and monitor reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; create and maintain a systematic way to archive Human Resources documents electronically. Update and maintain archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc. 
8. Monitor mission’s compliance with the Performance Appraisal System (PAS) and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
9. Plan and coordinate the organization of Human Resource events, including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records. Participate in assessments of staff training and development needs. 
10. Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures, participate in discussion on procedures to complement or to adapt existing ones taking into consideration the specific needs of the office. Assess the impact of changes and make recommendations. 
11. Identify, analyse and resolve diverse issues/problems as they arise and suggest appropriate actions. 
12. Assist in analysing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices
13. Manage mailbox and handle wide range of enquiries on Human Resources matters and provide explanations on entitlements, rules and regulations and other HR instructions, 
14. Provide information to staff and managers in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlements; evaluate causes of problems or constraints and propose solutions; analyse and make recommendations for atypical or unprecedented situations involving interpretation or Human Resources policies. 
15. Participate in inter-agency Human Resources related working groups as assigned.
16. Guide, coordinate and supervise the work of staff in the sub-unit as assigned 
17. Perform other related duties as assigned.

Qualifications