Human Resources and Data Associate

Introduction This position is open to "Internal, Separated Staff, and External Applicants" Job Description Job Identification (Reference Number): VN-US10-2026-072 Position Title: Human Resources and Data Associate Duty Station City: Washington D.C. Duty Station Country: United States of America Grade & Salary: G5 (USD 7,346.91 Monthly) Contract Type: One-Year Fixed Term Vacancy Type: Vacancy Notice Initial duration: 12 months Under the direct supervision of the National Human Resources Officer, the incumbent provides HR operational, data, systems, reporting, and administrative support to the Human Resources Unit in Washington, D.C. The position contributes to accurate and timely HR service delivery across recruitment, onboarding, personnel administration, time and attendance, payroll, benefits, performance management, separation, insurance, official documentation, and other locally administered processes. The incumbent also supports the Unit's use of workforce data, Microsoft Excel, Power BI, approved automation tools, and approved artificial intelligence tools to support reporting, internal controls, knowledge management, and operational efficiency. Given changing office priorities and staffing levels, the incumbent is expected to work flexibly across HR and related administrative workstreams and to provide temporary coverage or surge support as assigned. Responsibilities Assist in coordinating recruitment processes, including guiding hiring managers on the preparation of Terms of Reference; drafting and posting Vacancy Notices and Special Vacancy Notices; screening applications; supporting shortlisting; drafting interview protocols; preparing and administering written tests; participating in interview panels as assigned; preparing Candidates Assessment Forms; conducting reference checks; preparing job offers; and administering recruitment correspondence and records. Support the implementation of assigned pre‑employment and onboarding activities, including preparing Entry on Duty documentation; collecting and validating supporting documents; supporting the processing of medical examinations and clearances; facilitating enrolment in applicable insurance and retirement plans; arranging induction, security briefings, and related orientation activities; and maintaining complete onboarding records. Perform assigned roles in WAVE and other authorized HR systems, maintaining data consistency, accuracy and completeness; enter and maintain approved personnel data; verify eligibility for allowances and benefits; monitor contractual status and entitlements; and initiate contract extensions, personnel actions, reports, and related documentation in a timely manner. Perform assigned timekeeping functions in PRISM/Oracle; monitor, update and reconcile leave records and quotas based on approved supporting documentation; generate leave reports; respond to routine questions; provide information to staff on applicable request and approval procedures; and elevate complex cases. Support a range of personnel actions, including classification and reclassification, promotions, transfers, separations, performance or conduct‑related documentation, and other employment actions, supporting coordination with the Regional Office, Administrative Centres, Headquarters, and other relevant counterparts as required. Support the preparation, validation and processing of payroll in accordance with established schedules and controls. Enter authorized payroll elements, including entitlements, advances, loans, variable elements, step increases, salary changes, and deductions in WAVE, Paychex, or other authorized systems; issue and reconcile payroll reports; identify discrepancies; maintain supporting documentation and audit trails; and follow up with the appropriate helpdesks on system or processing issues. Maintain and update HR operational trackers, databases, and reporting tools covering recruitment, contracts, payroll actions, leave, onboarding, performance management, separations, benefits, insurance, visas, consultants, and other assigned workstreams. Apply established data definitions, validation rules, access controls, and document‑retention requirements. Support the preparation and maintenance of interactive dashboards and recurring management reports using Microsoft Power BI, advanced Microsoft Excel, and other approved reporting tools. Consolidate information from authorized sources; clean, validate, and analyze data; identify data inconsistencies; and present findings for supervisor review. Use advanced Excel capabilities, including PivotTables, Power Query, lookup and logical functions, data validation, conditional formatting, and other appropriate features, to support data analysis, reconciliation, reporting, and quality‑control processes. Use macros or comparable tools only when authorized and appropriately documented. Support the maintenance and implementation of HR workflows using approved tools such as Microsoft Forms, Lists, SharePoint, Power Automate, and other authorized platforms. Document current processes, support the identification of opportunities for improvement, assist with configuration and testing, maintain user guidance, monitor implemented workflows, and promptly report errors or control concerns. Use approved artificial intelligence tools to support authorized research, drafting, data analysis, knowledge management, process documentation, and routine administrative activities. Apply effective prompting techniques; critically review and validate outputs; maintain human oversight; and comply with organizational requirements concerning confidentiality, personal data protection, cybersecurity, intellectual property, records management, accuracy, bias and ethical use. Conduct regular data‑quality reviews across HR systems, trackers, payroll records, personnel files, and supporting documentation; investigate discrepancies; support the implementation of approved corrections; document actions taken; and elevate unresolved or sensitive matters to the supervisor. Prepare personnel reports, correspondence, letters, certifications, case summaries, presentations, and other documentation. Maintain systematic electronic and physical filing arrangements for personnel, recruitment, payroll, policy, internal‑control, and other HR records in accordance with confidentiality, access, and records‑management requirements. Support compliance with the Staff Evaluation System and learning and development requirements; monitor completion, follow up with staff and supervisors, provide information on relevant systems and procedures, support the organization of training or staff‑development activities, and maintain related records and reports. Provide information to staff on entitlements, responsibilities, policies, and procedures; respond to standard inquiries; research and collate background information for complex or sensitive cases; prepare summaries and options for supervisor review; and refer matters that require policy interpretation or decision. Maintain and update standard operating procedures, process documentation, reporting calendars, user guides, templates, control checklists, and other knowledge‑management materials. Provide guidance, as requested by supervisor, on the use of assigned trackers, dashboards, systems and automated workflows. Assist with planning and monitoring HR projects and recurring deliverables by maintaining action logs, tracking deadlines and dependencies, following up with responsible parties, identifying implementation delays, and escalating issues requiring supervisor attention. Participate in inter‑agency or internal HR working groups as assigned, by preparing background information, taking notes, following up on agreed actions, and providing administrative or technical support . Support locally administered HR and institutional processes, including communication with local or state authorities; unemployment claims, appeals and hearings; administration and renewal of workers' compensation, unemployment, disability, general liability, property, vehicle and other local insurance policies; insurance claims; transportation benefit programmes; G‑4 visas and related registrations, renewals, employment authorization and Social Security processes; Office of Foreign Missions coordination; UN laissez‑passer applications; and other official‑document processes. Maintain accurate records and trackers, monitor legal or procedural deadlines and elevate complex matters. Provide general HR, administrative, logistical, and operational support according to evolving office needs and priorities. This may include receiving visitors; handling routine calls, correspondence, mail and requests; coordinating meetings, conferences, travel, hotel arrangements, and logistics; preparing and formatting documents, spreadsheets, presentations, mailing lists and reference materials; processing or following up on purchase requisitions, requests for payment, invoices and related transactions; and providing temporary coverage or surge support for other HR or administrative functions during periods of increased workload or limited staffing. Perform such other related duties as may be assigned, consistent with the grade and operational requirements of the office. Qualifications Required Qualifications and Experience EDUCATION High school diploma with five years of relevant experience; Or Bachelor's degree in Human Resources, Business Administration, Information Systems, Data Analytics, Psychology, or a related field from an accredited academic institution with three years of relevant professional experience. Experience Prior work experience with international humanitarian organizations, non‑government or government institutions/organization in a multi‑cultural setting is an advantage. Experience supporting human resources operations, personnel administration, payroll, reporting, workforce data management, or related functions. Experience maintaining and updating operational trackers, databases, dashboards, management reports, and reporting tools;. Demonstrated experience using Microsoft Excel for data analysis, reconciliation, reporting and operational control is required. Experience using Microsoft Power BI or a comparable business‑intelligence and data‑visualization platform is required. Experience using Microsoft Power Query and workflow or collaboration tools such as Power Automate, Forms, Lists, SharePoint and Teams is required. Practical experience using approved artificial intelligence tools for research, drafting, data analysis, knowledge management or process improvement is highly desirable. Experience documenting administrative processes, updating standard operating procedures, preparing user guidance, or supporting administrative or digital process improvements is highly desirable. Experience handling confidential personnel, payroll or other sensitive information in accordance with applicable data‑protection and records‑management requirements. Experience with Oracle, SAP, Paychex or comparable HR information and payroll systems is an advantage. Skills Advanced proficiency in Microsoft Excel, including PivotTables, Power Query, lookup and logical functions, data validation, conditional formatting, charts and data reconciliation. Proficiency in preparing and maintaining dashboards and reports using Microsoft Power BI or a comparable business‑intelligence tool. Ability to consolidate, clean, validate and summarize HR operational data from multiple authorized sources. Ability to maintain and update HR operational trackers, dashboards, management reports, control tools and workflow documentation. Working knowledge of workflow and collaboration tools such as Microsoft Power Automate, Forms, Lists, SharePoint and Teams. Ability to use approved artificial intelligence tools responsibly and effectively, including drafting appropriate prompts, critically validating outputs, recognizing inaccuracies or bias, and protecting confidential and personal information. Sound understanding of data quality, confidentiality, access controls, audit trails and responsible handling of personnel and payroll information. Strong analytical skills, attention to detail and ability to identify discrepancies, data inconsistencies and overdue actions. Ability to maintain process documentation, standard operating procedures, user guides, templates and control checklists. Strong organizational, project‑coordination, prioritization, follow‑up and time‑management skills. Excellent written and verbal communication skills. Ability to work accurately under pressure, manage multiple recurring deadlines, adapt to changing priorities and work with appropriate supervision. Client orientation, discretion, sound judgment, attention to detail, patience and willingness to learn and adapt to new technologies. Ability to provide basic guidance to colleagues and users on assigned HR systems and tools. Section 5 Languages [1] IOM's official languages are English, French, and Spanish. Required For all applicants, fluency in English is required (oral and written). DESIRABLE None Section 6 Competencies [1] The incumbent is expected to demonstrate the following values and competencies: VALUES - All IOM staff members must abide by and demonstrate these five values: Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion. 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. Courage: Demonstrates willingness to take a stand on issues of importance. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. 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 actions and delegated work. Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way. MANAGERIAL COMPETENCIES - Behavioural indicators – N/A Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential. Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential. Building Trust: Promotes shared values and creates an atmosphere of trust and honesty. Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction. Humility: Leads with humility and shows openness to acknowledging own shortcomings. #J-18808-Ljbffr