Human Resources Assistant
Org. Setting and Reporting
This position is located in the Human Resources Management Section of the Resources Management Service in the United Nations Conference on Trade and Development (UNCTAD), Geneva. The incumbent will report directly to the Human Resources Officer, under the overall supervision and guidance of the Chief, Human Resources Management Section.Responsibilities
Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
Recruitment and placement
• Supports staff selection processes, including reviewing and building job openings, advising on screening and evaluation of applicants, preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, arranging for interviews.
• Assists in the filling of posts ensuring the completion of the pre-recruitment formalities.
• Assists in the evaluation and screening of applications of candidates.
• Maintains job opening files, staffing tables, post management and tracks status of vacancies.
• Coordinates with Executive and/or Human Resources Offices or external applicants on selected candidates' release or availability dates and related entitlements.
• Prepares agenda and provides relevant documentation required for recruitment related meetings.
• Advises staff on human resources matters as required.
Administration of contracts and entitlements
• Monitors staff members contracts and temporary assignments and coordinates accordingly for extensions and separations.
• Reviews and processes requests for special post allowance entitlements and claims.
• Assists in the review and processing of requests pertaining to outside activities.
• Assists in reviewing and processing requests for classification.
• Provides advice and answers general queries on classification procedures and processes.
• Provides general office support services; drafts and/or processes a variety of correspondence and other communications.
• Sets up and maintains reference files/records (electronic and paper).
• Schedules and supports the administration of written tests and other type of candidates' assessments, monitors deadlines, etc.
• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
• Maintains automated database containing HR related statistics and prepares periodic reports.
• Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.
• Performs a variety of administrative duties (e.g. leave recording).
• May provide guidance/training to less experienced staff.
• Performs other duties as required.
• PROFESSIONALISM: Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting. Knowledge of ERP systems such as Umoja, and of recruitment platforms such as Inspira. Ability to work with figures as well as to undertake basic research, collect meaningful human resources data from different sources and present it in simple format for its analysis. Ability to generate reports, including of statistical nature, and undertake simple analysis. Good knowledge of office related software (e.g. word, excel, power point) and ability to use information technology to improve the effectiveness of day-to-day operations of the office. Ability to communicate effectively with different stakeholders. 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.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
High school diploma or equivalent.Work Experience
A minimum of five (5) years of experience in human resources management, administrative services or related area is required.
Out of these, at least three (3) years within the UN Common System or other international organization is desirable.
Experience with human resources ERP systems and recruitment platforms is desirable.
Experience in data reporting and analysis is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Services Test (GGST) or the United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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.