Introduction

The DWT/CO-POS provides advisory services, capacity building and technical assistance to ILO’s constituents (government, employers’ and workers’ organizations) to fourteen (14) member States and nine (9) territories (Antigua and Barbuda, the Bahamas, Barbados, Belize, Dominica, Grenada, Guyana, Haiti, Jamaica, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Suriname and Trinidad and Tobago; along with Anguilla, Aruba, the British Virgin Islands, Bermuda, Cayman Islands, Curacao, Montserrat, Saint Maarten and Turks and Caicos).

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The Peacebuilding Fund Project in Haiti seeks to support conflict-sensitive programming that enhances community resilience, strengthens dialogue mechanisms and reduces drivers of instability. It contributes to laying the foundations for long-term peace and more effective governance. The PROFIT Project in Haiti seeks to enhance income generation by improving market linkages, upgrading local value chains and equipping communities with the skills and resources needed to participate more effectively in economic activities. The Project Business Support Centre for Sustainable Livelihoods, which is funded by the Ministry of Finance, aims to establish an Enterprise Support Centre in Northern Haiti (Cap‑Haïtien) to promote sustainable enterprise development, decent job creation, local economic growth and peace and stability.

The position of  Human Resource (HR) Assistant will provide support for the PROFIT, Peacebuilding Fund (PBF) and the Business Support Centre for Sustainable Livelihoods (MEF) Projects implemented in Haiti. The position will be based at the ILO Decent Work Team and Office for the Caribbean in Port of Spain (DWT/CO-POS), Trinidad and Tobago.The HR Assistant provides administrative and operational support to the projects by ensuring timely and efficient execution of HR actions, tasks and duties essential to project implementation. By ensuring that HR processes are executed with accuracy, consistency and adherence to established procedures, the HR Assistant helps maintain the smooth progression of project activities and supports the achievement of project objectives within planned timelines and budgets. As an integral member of the team, the HR Assistant is responsible for carrying out and monitoring HR-related and administrative processes in an efficient, proactive and client-oriented manner.

Reporting lines

Working under the overall responsibility of the ILO Director in Port of Spain, the HR Assistant works under the supervision of the Senior Operations Officer and in close collaboration with the Senior Operations Assistant in Port of Spain. Supervision received primarily supports the effective execution of HR duties, with a focus on delivering high-quality services, ensuring timely completion of assigned HR processes and maintaining alignment with related operational workflows. Work is reviewed to ensure the correct interpretation and application of HR standards, particularly in cases involving complex or sensitive HR matters or when actions may have implications for broader project or unit activities. The role requires strong attention to detail, proactive follow-up and consistent coordination to ensure that HR services are delivered efficiently and in accordance with organisational requirements

Description of Duties

The support to be provided, will be focused on the three projects mentioned at the beginning of this job description:

• Provide specialized HR administrative support with project implementation by initiating HR actions, following up on required clearances, and processing personnel-related requests in accordance with established rules, regulations, policies, and procedures.
• Deliver client-oriented HR support services to project staff and managers by responding to routine HR inquiries and preparing standard correspondence  explaining applicable HR rules, regulations, policies, and procedures. Identify and refer complex or sensitive cases to the supervisor.

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• Maintain and update HR files, records and databases, ensuring accuracy, completeness and compliance with applicable standards.
• Monitor HR-related aspects of project implementation by maintaining an overview of staffing and operational needs, supporting the organization briefings and debriefings, and contributing to the preparation and updating of HR-related information and documentation.
• Assist in the coordination of recruitment processes by organizing interviews and assessments, liaising with candidates, preparing documentation, and ensuring that recruitment activities are conducted in line with established procedures.
• Support onboarding processes by preparing documentation, coordinating induction activities and updating relevant staffing and recruitment records.
• Compile and review HR data and supporting documentation related to staffing actions, contractual status, benefits and entitlements; contribute to the preparation reports, statistics, and briefing materials to support decision-making.
• Perform other relevant duties as assigned by the supervisor.

Education

• Completion of secondary school education.

Experience

• Minimum of five years of office support experience including in the area of HR administration.
• Experience of working with an enterprise resource planning (ERP) system.

Languages

• Excellent knowledge of English.
• Working knowledge of French or Spanish will be considered as an asset.

Competencies

Core competencies:

Candidates applying for the position should note that the nine core competencies of the ILO, listed below, may be assessed during the selection process: (i) Integrity and transparency, (ii) Sensitivity to diversity, (iii) Focus on learning and knowledge sharing, (iv) Customer focus, v) Communication, vi) Change orientation, vii) Accountability for performance, viii) Quality orientation and ix) Collaboration.  

Other competencies:

• Ability to effectively organize, prioritize and manage work assignments, perform routine work independently, meet deadlines and adapt to changing demands.Proficiency in standard office software and systems including Microsoft Office applications and database tools and relevant enterprise systems (i.e. IRIS).
• Ability to coordinate with internal and external unites to facilitate timely completion of tasks.
• Proven capacity to work collaboratively in a team environment and manage a high workload under pressure.
• Thorough knowledge of practices and procedures for preparing HR administrative documents and maintaining file systems.
• Strong ability to search, retrieve and compile information from various sources and to assess urgency and priority.
• High level of accuracy and attention to detail.
• Ability to search and retrieve information from databases and compile reports.
• Excellent oral and written communication skills.
• Client-oriented approach with the ability to provide courteous, prompt and efficient service.
• Ability to handle confidential information with discretion and professionalism.
• Ability to work effectively in a multicultural environment, demonstrating gender-sensitive and non-discriminatory behaviour and attitudes. 
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