Human Resources Assistant (2 Posts)

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

The Human Resources Services Division (HRSD) provides dedicated services in support of human resources requirements of client entities, from process development through service delivery. The Division establishes and manages rosters across all job families, organizes testing and examinations, provides operational support and other advisory service for clients for the full spectrum of their delegated authorities, and supports managers and business partners in the use of non-staff personnel.

The Staffing Service (SS) offers expertise in the areas talent acquisition and innovation, testing and examinations, in addition to operational workforce planning and Organizational design across UN Secretariat entities. This integrated approach enables the Service to provide cohesive guidance and includes the regular review of staffing requirements against models and benchmarks. This ensure appropriate linkage of the dynamic operational needs of clients with multiple staffing programmes to anticipate vacancies, required skills and potential candidate requirements while ensuring consistency for client entities. This integrated approach is designed to enable entities to meet their targets in regards to the provision of an effective and efficient recruitment process with due consideration for various facets including gender and geographic representation as well as troop and police-contributing countries.

The Special Assessments Section (SAS) is responsible for the development and administration of various competitive examinations and tests used for talent selection. It is responsible for the United Nations Secretariat flagship assessment, the Young Professionals Programme Exam.

These positions are located in the Special Assessments Section (SAS), Staffing Service (SS), Human Resources Services Division (HRSD), Department of Operational Support (DOS). The HR Assistants will report to the Human Resources Officer in SAS.

Responsibilities

Within delegated authority, the Human Resources Assistants will be responsible for the following duties:

Recruitment and placement
•Participates in the selection of candidates for secretarial, clerical and related categories positions; including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-lists of candidates.
•Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
•Assists in organizing and coordinating competitive recruitment examinations.
•Processes applications for examinations and tests, including providing access to internet-based tests, and entering data on candidates test results.
•Assists in the various phases of work related to the preparation and administration of selection tests and examinations, including internet-based tests.
•Maintains data sets covering testing and examination information and assists in maintaining, troubleshooting and backing-up databases for examinations.
•Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
•Reviews and processes personnel actions.
•Advises staff on visa matters.
•Prepares agenda and provides relevant documentation required for recruitment related meetings.
•Proofreads examination material and assist in coordinating examination processes.
•Advises staff and management on examinations-related matters.

Administration of entitlements
•Reviews and processes requests for entitlements and claims.
•Coordinates with Executive Offices and selected candidates on travel arrangements.

Staff development and career support training
•Assists in the organization and conducts of training courses and workshops.
•Provides logistics and administrative support to trainers.

Classification
•Assists in reviewing and processing requests for classification.
•Provides advice and answers general queries on classification procedures and processes.

General
•Conducts exit interviews for separating staff and assists him/her in final arrangements.
•Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
•Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
•Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
•Prepares written response to queries concerning HR related matters.
•Trains and provides supervision to new and lower-level staff in the unit.
•Performs other duties as required.

Competencies

• PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. 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.

• 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.

• COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent is required.

Work Experience

Minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required.
Experience in communicating with different audiences (e.g., internal and external stakeholders) on recruitment and placement matters, in a professional manner is required.
Experience using spreadsheet software (e.g., MS Excel) to manage data, conduct data analysis and quantitative reporting is desirable.
Experience in preparing and administering internet-based competitive recruitment exams is desirable.
Experience with administration and maintenance of Enterprise Resource Planning (ERP) systems or other relevant software solutions is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.

Assessment

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

Special Notice

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.

Appointment against these positions is for an initial period of one year.

These positions are 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 Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

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.

No Fee

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.