Senior Human Resources Assistant

These positions are located within the Common Administrative Platform at United Nations Headquarters, referred to as the One Executive Office ("One EO"), under the Division of Administration in the Department of Operational Support (DOS). One EO started its transition phase on 1 January 2026 as part of the UN80 reform initiative, which aims to consolidate common administrative functions across Secretariat entities into unified service platforms. One EO provides the full range of administrative and operational services required by New York–based Secretariat client entities to fulfil their mandates, including human resources management, financial administration, travel, and general administrative support, while adhering to the delegation of authority framework and ensuring compliance with established regulations, rules, policies, guidelines and procedures. The positions are in the Clients desks and Specialized desks of the OneEO/CAP New York. The Senior Human Resources Assistant will report directly to the Chief of Unit/desk.

Within delegated authority, the Senior Human Resources Assistant provides technical and administrative support across recruitment, staff administration, and HR operations, ensuring accuracy, compliance, and timely service delivery. Recruitment and Classification: • Identifies upcoming vacancies in coordination with client offices, supports planning for initiation of related recruitment actions and provides guidance to Hiring Managers on the Staff Selection System, practices and guidelines. • Provides guidance and advice to clients on the administration of examinations and assessments, including on the use of testing platforms, and on conducting CBIs. • Supports recruitment processes by screening applications, preparing candidate summaries, and servicing interview panels as note taker or ex officio member, as needed. • Maintains recruitment files and tracks vacancy status throughout the recruitment cycle (finalize recruitment cases for Central Review Bodies (CRB) and Head of Department), and monitor recruitment status throughout the cycle. • Compiles recruitment data and monitors timelines in support of service delivery standards. • Assists in processing classification requests and responds to routine queries on classification procedures, as needed. • Prepares background documentation for classification reviews and appeals, as needed. • Performs other related duties in the area of recruitment, as required. Staff Administration and Entitlements: • Supports onboarding processes, including preparation and review of Offers of Appointment and determination of travel and relocation entitlements and statements of emoluments. • Initiates and follows up on reference checks and academic verifications and ensures completion of pre recruitment documentation • Ensure completion of clearance requirements, prepares and supports the issuance of contractual documentation. • Provides procedural guidance on visa-related matters • Reviews and processes personnel actions in Umoja, ensuring accuracy and compliance with established rules and procedures. • Processes staff members’ claims for entitlements and benefits, changes in personal or marital status, and family-related requests. • Maintains and updates reference data related to entitlements and benefits in Umoja, as needed. • Provides advice on the interpretation and application of human resources policies, regulations and rules. • Supports client entities ensure policy compliance under the established Delegation of Authority framework. Provides advice on exceptions to Staff Rules and Regulations, including the review and submission of exception requests in accordance with the applicable Delegation of Authority. • Monitors conditions of service matters and alerts the supervisor to issues requiring attention, as needed. • Maintains records of entitlements and benefits transactions and prepares monitoring reports. • Conducts exit interviews and provides administrative support for separation actions. • Provides technical and administrative support to HR Partners in the administration of entitlements and benefits. • Supervises and monitors the work of the Human Resources Assistants in carrying out all human resources administrative transactions, including reviewing UMOJA actions pertaining to personnel actions, processing of contracts, entitlements and benefits, including complex entitlements and all type of leave benefits. General HR Administration: • Supports briefings for staff on onboarding, separation procedures, and administration of entitlements and benefits. • Assists in the organization and delivery of training sessions and briefings for junior HR staff and other personnel. • Provides guidance and on the job support and mentor new or junior HR staff, as required. • Supports the use of HR data and reporting tools and contributes to analytics and reporting activities. • Utilizes and maintain as necessary, standard HR dashboards, ERP and reports to support data analysis, monitoring of service delivery timelines and outputs and preparation of reports for information sharing and decision making and assists in the preparation of statistical reports and routine management information. • Maintains automated databases and centralized filing systems, including SharePoint. • Conducts research on HR procedures and precedents and prepares draft notes and summaries. • Drafts, edits, and formats correspondence and documentation for review and approval, as required. • Monitors deadlines and supports workflow coordination across client and specialized desks. • Prepares draft responses to internal and external HR related queries. • Supports audits and reviews by oversight bodies through the provision and review of data, clarification of policies and proposing corrective actions to address audit findings and recommendations • Identifies and resolve diverse issues/problems as they arise and determine appropriate actions. • Monitors staffing tables, provide policy advice, and support managers and staff on human resources and related matters • Coordinates special HR projects, participate in ad-hoc project tasks, and lead teams as required. • Performs other related duties as required.

Professionalism: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Understanding of the HR regulatory framework, the payroll processes and the ERP system and the linkages between the three areas in a large Organization. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Demonstrates proficiency in HR information systems and data analytics, including dashboard creation, using tools such as Excel and Power BI or similar.

High school diploma or equivalent is required.

Not available.

A minimum of ten years of progressively responsible experience in human resources management, and administrative services is required. The minimum year of relevant experience is reduced to eight years for candidates who possess a first-level university degree or higher. Experience in administration of a broad range of entitlements and benefits using an organizational policy framework and an Enterprise Resources Planning system (ERP), such as Umoja (SAP) or similar, is required. At least two years of experience in job classification and staff selection process, including in the use of enterprise system like Inspira or similar, is desirable. Experience in talent sourcing (recruitment, outreach, assessment) is desirable. Experience in analysis, modeling, reporting and interpretation of data in support of decision-making is desirable. Experience in creating dashboards using tools such as Power BI or similar is desirable. Experience with the United Nations System or similar international Organizations is desirable. Supervisory experience is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult

https://languages.un.org

for details).

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Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level II

UN Level II

UN Level II

UN Level II

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

This position is available for an initial period of one year with a possibility of extension subject to availability of funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disability. Reasonable accommodation for applicants with disability may be provided to support participation in the recruitment process when requested and indicated in the application.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.