Senior Human Resources Assistant
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\: please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.
1. Organizational Context
The post is located in the HR Service Desk (WIPO and UPOV) Team, HR Service Desk, Pension and Insurance Unit, HR Operations Service, Human Resources Management Department (HRMD). The HR Operations Service is a "one-stop" service center providing a full range of administrative staffing services.
The HR Service Desk is the entry point for internal and external inquiries and handles routine queries with regards to a variety of HR-related transactions or directs callers and requests for specific information to other areas of HR. The HR Service Desk also administers all matters in relation to time management such as recording of all leave types, and compiling reports for staff and management.
The main role of the Senior HR Assistant is to perform a full range of high-level and specialized HR support services, ensuring compliance with the Organization's Staff Regulations and Rules and relevant administrative issuances and instructions. The incumbent also contributes to the Organization's time management regime and underlying technical infrastructure. He / she identifies, resolves and documents issues with time management and reviews recording processes, with a view to advance automation and improve services. The incumbent may also utilize, test and evaluate software and make recommendations for future use, compile statistics and produce reports using the Organization's reporting tools and software.
The incumbent works under the supervision of the HR Operations Manager.
The incumbent liaises frequently with concerned work units throughout the Organization on the provision and follow-up of HR administrative actions.
2. Duties and Responsibilities
The incumbent will perform the following principal duties\:
a. Prepare correspondence to staff in final form and in a timely manner; determine and calculate staff benefits and entitlements and prepare for approval the corresponding personnel actions and other administrative transactions; monitor sick leave balances for staff, inform concerned parties of approaching entitlement exhaustion and advise on options available.
b. Draft correspondence on a variety of HR administration questions, requiring interpretation and explanation of rules, regulations and procedures, for signature of the supervisor or responsible official; propose drafts for more complex cases for verification by the supervisor; prepare requested attestations and certificates; provide helpdesk services.
c. Identify and analyze errors in the HR information systems and liaise with the developers and the analysts to make corrections. Identify potential improvements and new functionalities, including ad-hoc reports on entitlements for managers and HRMD and participate in the definition of the needs, the development, the testing and the implementation of the new tools. Ensure post-implementation follow-up, develop user documentation.
d. Keep up to date with changes to and work in line with the Staff Regulations and Rules HR policies and procedures, and anti-fraud policies and procedures; provide a comprehensive information service to staff on HR administrative matters including conditions of service, entitlements and privileges; proactively anticipate need on a case-by-case basis and answer a variety of queries of a specialized and complex nature; refer unusual or special issues to the supervisor.
e. Input and maintain all records related to the specific area of work (e.g. absence management, entitlements, flexible working hours), regularly review, clean and validate data; collect data, generate reports using the Organization's reporting tools and software and develop ad hoc reports, summaries and analysis of HR information.
f. Propose updates and improvements in design, content and layout of the work unit's web pages based on recurring requests from staff for specific information; prepare the related documents for upload.
g. Carry out comparative research on selected topics such as conditions of employment and respond to enquiries from within and outside the Organization; prepare and analyze data, and assist in the compilation of statistical reports.
h. Advise selected candidates for new appointments on their appointment formalities (including visas, travel, carte de légitimation, UNLP, etc.) and process accreditation formalities as appropriate; participate in developing and improving the online onboarding process module; provide induction briefings on HR-related topics and practical information about the Organization; conduct exit interviews.
i. Perform other job-related duties as required.
Completed secondary education.
At least eight years of relevant work experience, including in the administration of benefits and entitlements in a UN or other international organization. Experience in an HR customer service function with a proven record of excellent service orientation.
Experience working with an ERP, preferably Oracle PeopleSoft Human Resources.
Experience in developing reports for Managers on HR data to support decision making.
Excellent written and spoken knowledge of English and good knowledge of French.
Knowledge of other UN official languages.
Job Related Competencies
Ability to interpret and work within the applicable rules, regulations and procedures.
High level of client orientation, with the ability to understand diverse client needs and to foster effective two-way communication, ensuring necessary information is conveyed and services are provided in a timely manner.
Excellent organizational and time management skills with the ability to manage competing priorities.
Excellent drafting skills.
Good analytical skills, high level of accuracy and attention to detail.
Discretion in dealing with confidential matters.
Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.
Competent user of Microsoft Office applications (including Word, Excel, Outlook and PowerPoint), the internet and HR information systems; ability to adapt quickly to new software and systems.
4. Organizational Competencies
Showing team spirit.
Showing service orientation.
Seeing the big picture.
Seeking change and innovation.
Developing yourself and others.
Mobility\: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions.
Annual salary (Net of tax)\: 82,401 CHF
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
Initial period of one year, renewable, subject to satisfactory performance. No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.
7,939 CHF per year for dependent spouse; 6,398 CHF per year for each dependent child.
Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish\: 4,788 CHF per year for two of these languages, and 3,192 CHF per year for one of them. The allowance is not payable for the mother tongue or the main working language of the staff member. The grant of this allowance is subject to examination.
General Service posts are generally subject to local recruitment. Staff in the General Service category is recruited in the host country or within reasonable commuting distance of the Headquarters.
This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
The Organization reserves the right to make an appointment at a grade lower than that advertised.
By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.
Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.