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Senior HR Assistant (Eligibility & Assignments)

Geneva

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Geneva
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Human Resources
    • Administrative support
  • Closing Date: Closed

This position is advertised open to internal and external applicants. Interested staff members should consult the relevant paragraphs of the PPAL for further information on procedures and eligibility. Please refer to regulation 16 of the APPC Procedural Rules and Regulations. Senior Human Resources Assistant (Eligibility & Assignments)

ORGANIZATIONAL CONTEXT

The Senior HR Assistant (Eligibility and Assignments) in the Eligibility & Vacancy Advertisement Unit Interview Secretariat Support Unit (EVAU/ISSU) is an integral part of a team, supporting the Unit with all matters related to eligibility to international posts of international staff members as well as to mandatory interviews for positions at P5 and D1 level. The job requires effective and cordial working relationship with UNHCR staff Members and other counterparts within the organisation as well as outside in order to ensure expedition of required action (s). The incumbent is expected to observe discretion, due confidentiality and courtesy in all his/her dealings with staff members and the counterparts.

FUNCTIONAL STATEMENT

Accountability

- MSRP module set up with relevant functional clearance information.
- MSRP module set up with relevant managers for each JO.
- Results of MSRP screening regularly monitored so as to ensure online eligibility is working properly.
- EVAU provided with the needed technical knowledge in the MSRP recruitment module.
- Managers worldwide provided with timely feedback on MSRP actions they are required to take as well as feedback related to specific stages of the assignments process.
- Utmost discretion and due confidentiality is observed in carrying out all functions under Area of Responsibility (AOR).


Responsibility

- Process, verify and in-put staff data relating to Eligibility and Assignments in the Recruitment module of MSRP for subsequent use in the assignments process.  Maintain an up¿to-date ¿electronic tracking chart¿ of vacant positions as per compendia and/or other ad-hoc announcements, indicating the action(s) taken/pending to ensure the timely release of short-listed candidates to the manager, as well as to ensure the timely receipt of functional assessments so that all necessary data is complete in MSRP prior to the matching meetings.  Print and analyse reports from the electronic database (MSRP) to be used for preparation of compendia and other follow-up action(s).
- Assist the HR Officer (Eligibility and Assignments) to process international professional vacant positions in specific geographical areas assigned to the incumbent, preparing necessary documentation in consultation with position manager(s) and the relevant bureaux within a given time frame.
- Prepare a complete dossier for each job opening that includes all relevant documentation such as the extracts from minutes, other various correspondence, email exchanges, Note For the Files (records of telephone conversations) for future reference or audit purposes.
- Respond to queries, including technical issues, from staff members/applicants for positions and position managers on issues pertaining to the incumbent¿s immediate area of responsibility. If any query is outside the immediate domain of the incumbent¿s responsibility, refer such queries to the competent Officer.
- Draft official correspondence on all matters pertaining to the incumbent¿s area of responsibility for clearance/signature by the supervisor.
- Any other responsibilities deemed necessary or as delegated by the Head of Unit/Chief of Section in order to meet the level of the services on the organization.


Authority

- Prepare the documentation related to the recruitment grade and step of newly recruited staff; as well as the grade and step of General Service staff members when they convert to the Professional category, for the Officer's review.
- Prioritize tasks and organize work independently.
- Have access to sensitive and confidential information.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Completion of Secondary School or its equivalent technical or commercial school with course work/training in Office Management/Administration, Human Resources or related fields.
- Minimum 4 years of  experience (with advanced training) or 6 years (without advanced training) in progressively responsible clerical functions, knowledge of administrative or human resources rules, procedures, processes in a private or public sector corporation (preferably within the UN) that deals with recruitment and processing of applicants for job placements.
- Proven ability to deal with multiple tasks in a courteous and service oriented manner in demanding working conditions that often have short deadlines.
- High IT affinity is essential with excellent computer skills and knowledge of MS office applications.
- Excellent knowledge of English (written/oral/comprehension).

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Knowledge of Eligibility and Assignments procedures, RAP and RAAI procedural guidelines.
- Knowledge acquired through experience and study of personnel rules and regulations/entitlements as applied in the UN system in general and UNHCR in particular.
- Working knowledge of any other UN language, preferably French. C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
X001L2 - Analytical Thinking Level 2
X003L2 - Technological Awareness Level 2
X005L2 - Planning and Organizing Level 2
No job description available
Closing date for submissions or applications is 26 April 2018.
This vacancy is now closed.
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