Human Resources Associate Kaiserslautern | Germany | IOM


Date of expiration: Thursday, September 14, 2023 | Human Resources Associate Kaiserslautern | Germany | IOM
Both internal and external candidates are welcome


Title of Position: Associate in Human Resources

Germany’s Kaiserslautern is the place of duty.

Code of Reference: VN-DE2-2023-04

G5 General Service Staff classification

One Year Fixed-Term Contract (40 Hours Per Week) with the Potential for Extension

Start date anticipated: as soon as practicable

Applications from qualified and eligible first-tier applicants are given preference over those from qualified and eligible second-tier candidates for all open positions.

Internal candidates are regarded as first-tier prospects for this position. All external applicants fall into the second tier.


The International Organization for Migration (IOM), which was founded in 1951, is dedicated to the idea that migrants and society are better off when migration is humanitarian and orderly. As the foremost international organization for migration, IOM works with its partners to advance understanding of migration issues, promote social and economic development through migration, uphold the human dignity and wellbeing of migrants impacted by the ongoing emergency, and assist in addressing the growing operational challenges of migration management.

Humanitarian Relief Assistance, Protection (including Gender Based Violence and Child Protection), Shelter and Non-Food Items, Health and Psychosocial Support, Resettlement, and Movement Management are just a few of the many subject areas that IOM’s operations span.

The incumbent will be accountable for the following under the general supervision of the Head of Office, the direct supervision of the Senior Human Resources Associate, and in close contact with pertinent departments at Headquarters and the Administrative Centers

Principal Duties / Responsibilities:

  • Participate in interview panels as assigned, assist in coordinating the recruitment process, including but not limited to advising hiring managers on creating job descriptions, drafting and posting vacancy notices and special vacancy notices, screening and shortlisting applications, developing interview protocols, preparing and administering written tests, conducting reference checks, creating job offers, and administering interviews.
  • Execute and coordinate pre-employment tasks like preparing Entry On Duty (EOD) paperwork and gathering supporting documentation, scheduling EOD medical exams and following up with Health Insurance Medical Services (Manila or Panama) on a medical clearance, coordinating enrollment in insurance plans as necessary, organizing and delivering induction sessions, setting up a security briefing, etc.
  • Input and maintain data based on approvals and supporting documentation; verify eligibility for allowances and other benefits; monitor and follow up on contractual situation and entitlements; initiate prompt actions; and generate reports, contract extensions, personnel actions, and other related documentation. Perform assigned role(s) in IOM’s Enterprise Resource Planning (ERP) system.
  • Perform the duties of a timekeeper in IOM’s Enterprise Resource Planning (ERP) system, monitor, maintain, update, and reconcile leave quotas based on supporting documentation, generate, edit, and analyze leave-related reports, and respond to inquiries about leave administration. You may also instruct staff on how to submit requests and get approvals using the ERP.
  • Prepare documentation for separation, classification, reclassification, promotion, disciplinary cases, and a variety of other human resources actions. As necessary, coordinate these actions with the regional office, administrative centers, and human resource management in Geneva.
  • Draft and evaluate routine communications, letters, certifications, etc.; open and update personal files; build and maintain a systematic approach to archive Human Resources documents (electronic and paper copies). Prepare all reports on personnel matters and promptly transmit to interested parties. Including personnel files with all supporting paperwork, recruitment files, human resources policies, rules, guidelines, and manuals, internal controls, etc., update and maintain electronic and physical archiving systems in the unit.
  • Assist in keeping track of whether the Performance Appraisal System is being used as intended and, as necessary, follow up with the staff and supervisor. You can also encourage compliance by giving technical advice on how to utilize the system.
  • In collaboration with the Staff Development and Learning Unit, plan human resources events, such as staff development and training activities, and keep records current.
  • Inform the personnel of their rights and obligations in accordance with IOM rules, guidelines, and practices. Answer common questions and refer the most delicate/complex ones.
  • Determine areas that require improvement and bring them to the supervisor’s attention. Also, offer suggestions for new procedures that might be added to or modified to better suit the needs of the office. By gathering background data, creating summaries, and exchanging best practices, you can aid in the analysis and resolution of delicate cases.
  • Give new and junior staff in the unit direction and instruction.
  • additional relevant tasks as given.

Qualifications and Experience Necessary forHuman Resources Associate Kaiserslautern | Germany job


at least three years of relevant professional experience, preferably in similar jobs, and a bachelor’s degree (or higher) in human resources, business administration, psychology, sociology, or a related discipline from an approved academic institution;

OR a high school diploma from an authorized college or university with at least five years of relevant professional experience, preferably in positions similar to those desired.


  • administrative experience in the past, ideally in the human resources department;
  • having knowledge of entering, processing, and handling sensitive and private data;
  • An extra benefit is having knowledge of the administrative processes used by national and/or international non-governmental organizations;
  • It is advantageous to have prior experience working with international humanitarian organizations, non-governmental organizations, or government institutions/organizations.


  • strong teamwork, communication, and interpersonal skills;
  • a track record of building and maintaining productive working connections with people from various nationalities and cultural backgrounds;
  • the capacity to organize paperwork methodically and pay attention to detail;
  • shown mastery in Word, Excel, and PowerPoint within the Microsoft Office suite;


Fluency in English and working understanding of German (oral and written) are prerequisites for all applicants.

required abilities for Human Resources Associate Kaiserslautern | Germany job

The following values and skills should be displayed by the incumbent:

  • Values: Respecting and promoting individual and cultural differences while also promoting inclusiveness and diversity whenever it is possible.
  • Integrity and transparency: upholds high moral standards and behaves in accordance with the values, policies, and standards of the organization.
  • Professionalism is the capacity to work calmly, competently, and sincerely while using cautious judgment to address daily problems.
  • Courage: shows a readiness to speak up on important problems.
  • Empathy: demonstrates sympathy for others, creating a sense of security, respect, and fairness for others

Level 1 behavioral indications for core competencies

  • To achieve common objectives and maximize results, teamwork creates and supports effective collaboration within and across groups.
  • Producing and delivering high-quality results in a timely, customer-focused way; committed to taking action and attaining predetermined results.
  • Sharing and managing knowledge requires a constant desire to grow intellectually.
  • Accountability entails taking charge of realizing the objectives of the organization and being accountable for one’s own actions as well as those of others.
  • Encourages and contributes to clear, open communication; discusses complex issues in a way that is instructive, motivating, and inspirational.


Any offer made to the applicant in connection with this job posting is contingent upon funding approval. Similar posts may be filled using this selection method across different duty stations. The candidate’s medical fitness for the position, accreditation, compliance with any residency or visa restrictions, and security clearances will all be criteria for the appointment. For anybody hired on or after November 15, 2021, immunization against COVID-19 will, in theory, be obligatory, subject to some exceptions. As part of the medical clearance procedure, this will be validated. This position is open to local hiring. Only candidates with active German work and residency permits will be taken into account.

All interested parties are encouraged to apply through our platform no later than midnight on the day the position closes. Late applications won’t be taken into consideration.

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