Human Resources Assistant (3 Posts)

Org. Setting and Reporting

These positions are located in the Human Resources Operations Section, Headquarters Client Support Service, Division of Administration, Department of Operational Support. The Human Resources Assistant will report to the Human Resources Officer and Chief of Section.

In line with the Secretary-General's management reform report effective 01 January 2019 DOS will focus on operations, services, transactions and surge support to entities in weak environments. It will service and support the entire Secretariat - at Headquarters, the regional commissions and offices away from Headquarters and in the field.

Responsibilities

Within limits of delegated authority, the Human Resources Assistant will be responsible for the following duties:

Recruitment and placement
•Processes the on-boarding of new staff through the Talent Management system or Inspira.
•Participates in the selection of candidates for General Service 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.
•Coordinates with relevant parties and selected candidates on visa matters, travel and shipment arrangements.
•Assists in organizing and coordinating competitive recruitment examinations.
•Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
•Reviews and processes personnel actions through UMOJA.
•Advises staff on visa matters and on on-boarding.


Administration of entitlements
•Reviews and processes requests for entitlements and claims such as rental subsidy, education grant, dependency allowance and annual declaration on dependency benefits, follow up on the status of human resources administrative related actions as well as respond to queries on human resources services from staff regarding Staff Regulations and Rules, Administrative Instructions and Policies
•Process the relevant personnel actions through UMOJA.


Staff development and career support training
•Assists in the organization and conduct 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 and entitlement clearances 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 of a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in UMOJA 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.

• 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.

• CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent.

Work Experience

A minimum of seven years of progressively responsible experience in human resources management, administrative services or related area is required.
Experience in administration of staff entitlements and benefits using an Enterprise Resource Planning (ERP) system, such as Umoja, SAP or equivalent is desirable.
Experience in the use of a talent management system such as Inspira is desirable.
Experience in the implementation of the United Nations common system, or other similar international organization's human resources policies, procedures and practice is desirable.

Languages

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

Assessment

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

Special Notice

Appointment or assignment against this position is for an initial period of one year.

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.

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.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.