Human Resources Associate (Learning Initiatives) (G)

Job Identification (Reference Number): 15664
Position Title: Human Resources Associate (Learning Initiatives) 
Duty Station City: Valencia
Duty Station Country: Spain
Grade: G-5
Contract Type: Fixed-term (1 year with possibility of extension)
Recruiting Type: General Service
Vacancy Type: Vacancy Notice
Initial duration: 1 year with possibility of extension
Closing date: 10 July 2025

Introduction

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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.

With 172 member states, a further 8 states holding observer status and offices in over 100 countries, 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 works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.

The Staff Learning Unit (SLU) is located within the Integrated Talent Management Division (ITM) of IOM and is responsible for managing programmes and initiatives established in line with the learning and development needs of the Organization. SLU is based in Valencia and Manila.

Under the overall supervision of the Chief, ITM and the Head, SLU at the IOM Global Learning Centre, and under the direct supervision of the Senior Human Resources Assistant for Learning Initiatives, the Human Resources Assistant for Learning Initiatives will support the design, development, implementation, monitoring, and reporting of global learning initiatives offered by the Global Learning Centre to IOM personnel, and will help manage the contracting, scheduling, payments and promotion of externally sourced learning events and platforms as well as provide logistical and administrative support to the Unit.

1. Support the planning and organization of learning initiatives managed by the Global Learning Centre by helping in assessing learning needs, drafting  concept papers, and contributing to the design and development of these learning initiatives.
2. Support the delivery of learning initiatives by  providing logistical and administrative support in the preparation and implementation phases of learning initiatives. This includes, but is not limited to: arranging meetings, trainings and other events; providing logistical support, communicating with service providers; gathering cost comparison of hotel and event locations and determining the cost to be budgeted for the event; arranging transportation and coffee breaks, as needed; sending invites and follow-ups; coordinating promotional activities; shortlisting participants to a training, coordinating with service provider on availability and scheduling; opening and closing online or in-person training sessions.  
3. Support monitoring of learning initiatives by helping to collect data, develop and implement assessments, sending out post-learning and impact evaluation forms to participants.
4. Support reporting of learning initiatives by drafting reports, collecting data and testimonials to include in communication.
5. Keep the global learning calendar and the learning management system (LMS) updated with all upcoming learning events. Ensure registration of participants of learning initiatives managed by the Centre into the LMS. Ensure that participants receive a certificate of training completion and/or badges, where relevant.
6. Arrange meetings, trainings and other events, provide logistical support (communicate with service providers; gather cost comparison of hotel and event locations; determine the cost to be budgeted for the event; arrange transportation and coffee breaks, as needed.
7. Collaborate with Departments in Headquarters (HQs) and/or with Regional Offices (ROs) as a Learning Focal for building a closer linkage between staff needs and SLU services. Offer personalized support and recommendations to Departments and/or ROs in defining and implementing their annual training plans.
8. Work with relevant colleagues in the team on contract preparation/extension for service providers, invoice verification, payment requests and other forms, such as procurement bids and requests, in coordination with relevant units such as Information and Communication Technology (ICT), Accounting, Budget, Supply Chain, Legal.
9. Perform such other duties as may be assigned.

Education

• University degree in Business Administration or a related field from an accredited academic institution with three years of relevant experience; or
• Completed High school / Secondary school education with five years of relevant experience.
• Project management certification is an advantage.
• Kirkpatrick certification (at least Bronze) is an advantage.

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

Experience

• Experience and knowledge in administrative procedures and work experience in administrative functions at the headquarters of a large international organization and in the field is an advantage.
• Experience in facilitating and conducting trainings, both virtual and face-to-face.
• Experience in organizing events.
• International experience is an asset.

Skills

• Excellent speaking and writing skills in English.
• Foundational knowledge in AI and Data Analytics:
  • Basic understanding of AI, machine learning, data analysis, and data visualization.
  • Familiarity with common tools (e.g., Microsoft Office software suite such as PowerPoint, Word, Excel, Power BI).
• Digital Literacy:
  • Comfortable with digital platforms and virtual learning environments.
  • Ability to quickly learn and use new technologies and software tools. 
• Demonstrated knowledge in using platforms such as Mural, Slido, Kahoot and advantage
• Works well within a team but able to work well independently and with minimal supervision.  
• Proven ability to produce work accurately and concisely according to set deadlines.
• Highly creative, innovative, out of the box thinker, problem solver, good communication skills, able to prioritize effectively.

Languages

IOM’s official languages are English, French and Spanish. All staff members are required to be fluent in one of the the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of French, Spanish, and/or another official UN language (Arabic, Chinese, and Russian) is an advantage. 

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 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.

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 endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Spain can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.

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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted.

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