Internships

Posting Date: 19 December 2024

Deadline for Applications: 18 January 2025

Duty Station: Vienna, Austria

Start Date: As soon as possible

Contract Duration: up to 6 months

Background

The International Centre for Migration Policy Development (ICMPD) is an international organisation with 21 Member States, operating in more than 90 countries worldwide. Dedicated to advancing effective and sustainable migration policies, ICMPD takes a comprehensive approach to migration by integrating policy development, research, capacity-building, cooperation, and community outreach. With a regional focus, ICMPD works along key migration routes in Africa, Central and South Asia, Europe, the Mediterranean, and the Middle East. ICMPD’s most valuable resource is its team of over 500 staff members.

The Human Resources Unit of the ICMPD is part of the ICMPD Management Directorate and responsible for recruitment, processing administrative tasks from onboarding to offboarding, and ensuring a robust HR framework to allow ICMPD achieving its strategic objectives and goals. In addition, HR manages Learning, Performance and Career Development enhancing HR Culture and Engagement.

This internship opportunity aims to provide a valuable learning experience for individuals interested in gaining practical knowledge and skills in HR processes.

Objective

The main objective of this internship is to support the team members in HR Administration and Payroll in its day-to-day operations. The intern will work closely with the unit's staff, assisting in various tasks and projects.

Tasks and Responsibilities

The intern will support with the following tasks:

• Update the monthly exchange rate in the payroll software.
• Prepare documents for separating staff members.
• Prepare statements of earnings.
• Update banking details in the system.
• Provide provident fund statements upon request.
• Collect monthly unemployment declaration certificates from ex-staff.
• Update staff costs in the HR matrix.
• Collect signed contracts, contract amendments, and Legitimation Card applications, ensuring proper filing.
• Create monthly reports for internal stakeholders.
• Provide updates in the HRIS system.
• Support the data cleaning process.
• Update tracking tables.
• Follow up on Leave and Absence requests.
• Track HelpDesk requests.

Learning Outcomes

  Through this internship, the intern will have the opportunity to:

• Gain hands-on experience in executing HR administrative tasks, such as updating payroll systems and HRIS tools.
• Enhance organisational skills by tracking, filing, and maintaining accurate records.
• Strengthen proficiency in data management and reporting processes.
• Acquire a deeper understanding of HR processes, including onboarding, payroll, and leave management.
• Build collaborative skills by working closely with HR team members and contributing to shared objectives.
• Improve analytical abilities through data cleaning and system updates.
• Gain insight into the operational and procedural aspects of HR within an international organisation.

Reporting lines

The intern will work under the direct supervision of the HR Manager - Employee Administration. Regular feedback and guidance will be provided to ensure a valuable learning experience.

Qualifications and Experience:

• Attention to detail and ability to work independently.
• Strong analytical and quantitative skills.
• Proficiency in MS Excel and other relevant software applications.
• Good organisational and time management abilities.
• Excellent communication and interpersonal skills.
• Interest in learning and openness to new challenges, demonstrating a growth mindset and curiosity.
• Knowledge of HR process preferred, but not mandatory.
• Ability to follow instructions while showing initiative and being proactive.
• Ability to work effectively with colleagues from different cultural and professional background.
• Fluency in English.

Remuneration:

ICMPD offers a monthly fee of EUR 500,00 and will provide accident insurance for the duration of the internship. However, travel expenses will not be reimbursed, and health insurance is the responsibility of the incumbent.

The internship does not constitute a commitment to future employment with ICMPD.

PLEASE NOTE: An intern is not a staff member of ICMPD. An intern who is a non-citizen of the country in which the duty station is situated is responsible for obtaining any necessary visas and for complying with local laws regarding registration with the local authorities.

Application Procedure:

Interested candidates are requested to submit their application in English via email by midnight (CET) of the closing date specified above. To apply for this position please submit your CV and motivation letter to: HR@icmpd.org  indicating in the subject line of your email: Internship_Your_Name.

All applicants are encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated above. Applications received after the published deadline will not be considered.

Due to the high volume of applications, only short-listed candidates will be contacted, and applicants are expected to be available for a personal/telephone interview.

General Information:

ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment.