Human Resources Assistant
New York City (United States of America)
Org. Setting and Reporting
This position is located in the Client Support and Special Situations Section (CSSSS) in the Division for Special Activities (DSA) in the Department of Operational Support (DOS) at United Nations Headquarters in New York.
DOS was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions.
DSA oversees a range of specialized or cross-cutting operational capacities. A large part of its responsibilities is to support start-up, surge, transition and liquidation requirements and to exercise authority on behalf of entities to which authority has not been granted owing to a lack of capacity or from which authority has been temporarily withdrawn.
CSSSS works with counterparts across DOS and other United Nations entities to effectively and rapidly support the deployment, establishment, transition and liquidation of client entities.
The Human Resources Assistant reports to a Human Resources Officer within CSSSS.
Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
Recruitment and placement
•Assists in drafting job openings and ensuring that the major duties and responsibilities and evaluation criteria are reflected, in line with individual job descriptions of the Division work-plan;
•Assists in finalizing job openings in Inspira;
•Assists in maintaining, filing and tracking the status of job openings in Inspira;
•Assists in reviewing, evaluating and screening applications to job openings in Inspira, and identifying candidates who meet the eligibility criteria, for secretarial, clerical and related positions;
•Assists in coordinating the schedules to conduct written assessments of candidates, including any form of competitive recruitment examinations, with an aim to identify and invite successful candidates for a Competency Based Interview;
•Prepares agenda for panel conducting the Competency Based Interviews, and provides relevant documentation required to support the interview, including PHPs, contact numbers of candidates, etc.;
•Assists in updating Inspira and notifying candidates of the interview status, upon conclusion of the selection process;
•Assists in the filling of posts, including initiating and following-up on reference checks and academic verification, 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 coordinating with Executive Offices, entity stakeholders and selected candidates on travel arrangements, visa matters and shipment of personal effects.
Administration of entitlements
•Assists in reviewing and processing data pertaining to conditions of service;
•Conducts research and prepares written responses to support queries related to HR matters.
Staff development and career support training
•Assists in the organization and conduct of training courses and workshops;
•Provides logistics and administrative support to trainers.
•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 appointments/meetings, 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, request for office supplies and equipment, etc.);
•May provide guidance/training to less experienced staff;
•Provides advisory services, guidance and support services as required at each phase and assist with the overall planning and implementation for surge/start-up, transitions, downsizing and liquidation;
•Assists with the review whether existing regulations, rules and policies are fit for purpose during surge/start-ups, transitions, downsizing and liquidation and liaise with the Department of Management Strategy, Policy and Compliance (DMSPC) to address challenges and gaps identified;
•Reviews and seeks support from DMSPC on exceptions to polices, regulations and rules;
•Monitors issues and data pertaining to conditions of service;
•Supports offices in the absence of DoA and undertake matching with service providers and handover;
•Performs other duties as required.
• Professionalism: Knowledge of human resources policies, procedures and practices and ability to apply them in an organizational setting. Knowledge of recruitment and the ability to support staffing table management. Ability to initiate and make appropriate linkages in work requirements and anticipate 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
•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 audience; demonstrates openness in sharing information and keeping people informed.
• 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.
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.
Experience in the application of human resources policies, regulations and rules is required.
Experience in the application of enterprise resource applications (ERPs) such as SAP is required
Experience in administering entitlements in an international organization is desirable.
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
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 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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
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.
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 disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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.