Vacancy Notice 1014

Job Title: HR Assistant (Reserve List Exercise) 
Reporting To: Director of Human Resources
Location: Lyon, France 
Type of contract: Fixed-term Contract 
Duration (in months): 12.00 
Grade: 7   
Number of posts: 0 - to fill future positions as they may arise
Level of Security screening:  Basic
Deadline for application: 25 February 2025

Conditions applying for all candidates

Only professional experience for which candidates can provide official proof of employment will be considered. Candidates could be requested to provide copies of such official documents prior to interviews/test.

This position has a temporary nature and carries, in principle, no expectation of renewal. Any potential subsequent extension will be subject to the terms of the Organization’s Staff Manual, to satisfactory performance and to availability of funds.

Tests/interviews in connection to this selection procedure will take place approximately 4 weeks after the deadline for applications. Applicants are kindly requested to plan their availability during this period accordingly, in case they are short-listed.

​Selected candidates will be expected to report for duty approximately two months after receiving an offer of employment at the latest.

This selection exercise may be used to generate a reserve list of suitable candidates that may be used to address Organization's similar staffing needs in the future.

INTERPOL strives to achieve a diverse and inclusive workforce and welcomes applications from individuals with diverse backgrounds, experiences, and perspectives. To achieve our Diversity goals, we encourage applications from women and nationals of under/unrepresented member countries who are passionate about our mission. INTERPOL’s recruitment process is merit-based hence all hiring decisions are made considering the applicant’s qualifications and the needs of the Organization.’

ABOUT THIS POSITION

Under the supervision of hierarchy, the incumbent will perform HR technical and administrative transversal support to the Human Resources Management Directorate. The incumbent may perform the following duties to a different extent following the needs of the Human
Resources Management Directorate, including, but not limited to:

• Talent Acquisition Management
• Contract & Post Management
• Talent Management 

PRINCIPAL DUTIES AND ACTIVITIES

In support of the Human Resources Directorate

• Perform secretarial duties and provide administrative assistance to hierarchy by ensuring the efficient preparation and administration of the correspondence and documentation, as it concerns the core functions of the Directorate and its modalities.
• Receive, record, treat and disseminate information received concerning the Human Resources Director’s projects and decisions and conduct appropriate follow-up actions.
• Follow-up and keep track of all the Document Control Systems, making sure that the Cabinet is regularly kept informed.
• Ensure all correspondence prepared within the Human Resources Management Directorate before submission to the Director, Human Resources Management is correct: follow-up and respect deadlines, review to assure linguistic, format, presentation and spelling are right.
• Prepare and provide regular follows-ups and reports on specific projects/files/missions/activities in the Human Resources Management Directorate.
• Create and follow-up all purchase orders for the Human Resources Management Directorate along with the budget monitoring for the Directorate and for the social activities budget for the Regional Bureaus.

In support of the Contract & Post Management Branch
To assist the Contract & Management Branch, mainly with the implementation and administration of the new performance assessment system/process, as follows:

• Assist in the assessment process by launching the monthly assessment reports, preparing reporting, monitoring the assessment’s process on the new platform; and providing support in training.
• Assist in the preparation and implementation of the Phase 2 new performance assessment process in 2024 according to the changes.
• Provide administrative support to the Performance Improvement Plans (PIP) process.
• Administer the pending annual assessments by following up with relevant officials, updating data in SAP and assisting the officials/managers to complete the process.
• Prepare and organize the Joint Advancement Committee meetings and provide necessary followup support.
• Respond to enquiries from officials and managers with regards to the assessment platform, process and reports
• Maintain and review Frequently Asked Questions (FAQs) and any updates of the assessment platform

In support of Talent Acquisition Management
To assist Talent Acquisition Management by ensuring the efficient preparation and administration of the recruiting actions:

• Assists HR Specialists in providing information and assistance to candidates, Staff Members and Hiring Managers in regards to the recruitment and selection procedures;
• Provides supports to HR Specialists to ensure that rules, procedures and administrative formalities are observed;
• Draft post vacancies and recruitment circulars and arrange for them to be published by appropriate means;
• Assists in the selection of candidates (sort CV’s, convene selection panels and candidates for interviews and tests, inform candidates of the outcome of the recruitment process, etc.);
• Assists in schedule meetings, interviews and other HR related meetings; may represent HR in interview panels if required,
• Maintains accurate and up-to-date human resource files, records, and documentation;
• Assist with the recruitment process by identifying candidates, performing reference checks, and issuing offers of employment;
• Assists the Head in the framework of different HR-related projects;
• Provides input and participate in different discussions on HR related matters;
• Provides input and prepare different reports and/or statistics;

In support of Talent Management
To assist  Talent Management in several administrative tasks:

• Administrative follow-up of Training in the Training and Learning Management System
• Follow-up of Department common mailboxes
• Perform other duties as required by the hierarchy.

QUALIFICATIONS, COMPETENCIES AND SKILLS

EDUCATION AND QUALIFICATION REQUIRED

• At least two years’ education at a University or other specialized higher education establishment.

• Preferably advanced degree in Human Resources Management, Business Administration, Secretariat or related field.

EXPERIENCE REQUIRED

• A minimum of two years’ experience in a relevant area.

• Experience of working within an International Organization or multicultural environment would be an asset.

• Experience in the implementation of HR projects.

SKILLS REQUIRED

• Advanced user of MS Office (Word, Excel, Power Point)

• Detailed knowledge and demonstrated use of HR modules of an ERP system such as SAP, will be an asset

• Experience in writing administrative documents, especially in English, including memoranda, contributions and letters amongst others, to a degree that requires no further editing.

LANGUAGES

• Excellent command of English (written and oral) is required.

• Working knowledge in any of the other official working languages of the Organization (Arabic, French or Spanish) would be an additional asset.

ABILITIES REQUIRED

• Demonstrate maturity and professionalism.

• Strong communication skills both in written and oral forms, including listening skills, diplomacy, tact, discretion, confidentiality.

• Attention to detail and organizational skills and ability to synthesize

• Ability to work independently or in a team and to conduct collaborative work in cross-cultural environments

• Ability to react quickly and adapt to changing circumstances, to cope with sudden increases in workload and high degree of availability (may be required to work overtime or outside normal working hours).

• Ability to work under pressure and to handle stress

• Self-initiator, motivated