Human Resources Associate (Fiji Nationals Only)

Job Identification (Reference Number): 23551

Position Title: Human Resources Associate

Duty Station City: Suva

Duty Station Country: Fiji Islands

Grade: G-5

Contract Type: One-Year Fixed Term

Recruiting Type: General Service

Vacancy Type: Vacancy Notice

Initial duration: 12 months

Closing date: 27 October 2026

Context:

The International Organization for Migration (IOM) Coordination Office for the South Pacific (COSP) in Suva, Fiji oversees and provides strategic and technical support to IOM activities within the South Pacific Country Offices (CO) under the COSP. Within the CO Fiji structure, the Resources Management Unit (RMU) provides support to 6 IOM Country Offices (COs) within the Pacific on budgeting, accounting, human resources, procurement, ICT and other administrative functions.

Under the overall supervision of the Head of Resources Management for the South Pacific Sub-Region and direct supervision of the Human Resources Officer (HRO) in Suva, Fiji, the incumbent will provide day to day human resources support to the COSP in Suva, Fiji.

Description for Internal Candidates

Responsibilities for Internal Candidates

Human Resources:

• Assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Post Description (PD), drafting and posting Vacancy Notice (VN)/Special Vacancy Notice (SVN), 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, preparing job offers, administering recruitment mailbox, etc.

• Carry out pre-employment activities, such as preparation of Entry-on-Duty (EoD) documentation and collection of supporting documentation, coordination of EoD Medical Exam, follow up with Heath Insurance Unit in support centres on Medical Clearance, coordination of orientation sessions, arrangement for security briefing, inclusion in insurance plans as appropriate, creation of personal file, etc.

• Assist in coordinating and monitoring the Human Resources Management of the COSP in Suva, Fiji accordance with the organization’s regulations, instructions, policies, procedures and practices and in light of operational activities in the Office in coordination with the Regional Office (RO), and Human Resource Management (HRM) in Geneva as appropriate.

• Assist in verifying Human Resources processes and actions in conformity with relevant IOM policies and procedures. Ensure that Human Resources processes and procedures remain consistent with relevant IOM set rules and regulations.

• Prepare HR communications, letters, presentations, infographics, and information materials using digital productivity and design tools.

• Maintain HR communication resources, templates, and digital content to ensure accuracy and accessibility.

• ​Perform the role of Timekeeper; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in the system.​​

• Prepare monthly payroll for Consultant and Interns and monitor the payments.

• Carry-out Personnel Action (PA) roles and Performance Appraisal System Agent role in Oracle 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.

• Support separation, classification, and promotion processes by collecting necessary documentation, drafting forms, making calculations, obtaining approvals, and coordinating with relevant Units in support centres.

• Update and maintain electronic archiving systems in the HR Unit, including personnel files with all supporting documentation, recruitment files, HR policies, regulations, guidelines and manuals, internal controls, etc.

Administration:

• Assist with/guide on logistics and administrative formalities related to travel arrangements of new colleagues, facilitating of entry visa and guide on the entry process to IOM personnel and dependents.

• Ensure updating and maintaining of relevant policies and procedures of Ministry of Foreign Affairs, Immigration Bureau and other key departments as needed.

• Ensure all protocol activities (e.g. visas, re-entry visas, stay permits, ID cards (IOM, UN, MFA), etc.) relating to personnel and dependents as applicable, are in accordance with requirement of the organization and national government, including correspondence with the national authorities in relation to these protocol arrangements.

• Maintain up-to-date database on stay permit and re-entry visa and send alerts to personnel including provision of advice as required.

• Perform such other related duties as may be assigned.

Qualifications for Internal Candidates

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with three years of relevant professional experience; or,

• High School diploma with five years of relevant experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Progressively responsible secretarial, administrative and operational experience, preferably in an international, non-profit environment;

• Experience in liaising with governmental and diplomatic authorities as well as with national and international institutions;

• Demonstrated ability to manage multiple work assignments efficiently, effectively, and with minimla supervision;

• Strong digital literacy, including proficiency in Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and Copilot), online research, data analysis, document automation, and virtual collaboration tools.

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Excellent interpersonal skills with high professionalism;

• Attention to detail, ability to organize paperwork in a methodical way;

• Discreet, details and clients-oriented, patient and willingness to learn new things; and,

• Ability to create visually engaging HR communications, training materials, employer branding content, and workforce data visualizations using digital design and AI-enabled tools is a distinct advantage.

Languages

• Required for this position, fluency in English is required (oral and written).

• IOM’s official languages are English, French and Spanish.

• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these three 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.

Notes

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

• This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

• This post is subject to only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.

• Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.

• IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

• IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

• IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

• For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies