Human Resources Assistant
New York City (United States of America)
Org. Setting and Reporting
These positions are located in the Umoja HR Support Team within the Operational Support and Advisory Service (OSAS), Human Resources Services Division (HRSD), Office of Support Operations (OSO), Department of Operational Support (DOS).
The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to entities across the Secretariat, including departments, offices away from headquarters, peace operations, regional commissions and tribunals.
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 Operational Support and Advisory Service (OSAS) serves as an enabling partner to support clients in fulfilling their mandates. The key services include: guidance to entities on the proper exercise of delegated authorities, advice on the application of human resources policies and procedure, advice to managers related to formal and informal conflict resolution, input/feedback to the development and/or improvement of simplified policies and procedures, support to clients in developing, formulating and implementing customized entity-specific HR strategies and plans, and support to clients and shared services in the achievement of their human resources management targets and objectives.
The Umoja HR Support Team oversees operational Umoja HR support functions, including managing the defining of new or enhanced business requirements supported by the Umoja system, system design, prioritizing enhancements, and facilitating process improvements. It also oversees various Umoja HR-related change management activities for areas under the HRSD Umoja mandate, such as ensuring robust communication and engagement with all stakeholders.
The Human Resources Assistants will be responsible for providing Umoja HR support functions, in particular in the area of development of functional requirements, specifications and support on behalf of the HRSD Director who is the co-lead for the functional sub-group for operational HR functionalities. The incumbents will report to the Senior Umoja HR Support Focal Point within OSAS or to a Human Resources Officer within the Umoja HR team.
Within delegated authority, the Human Resources Assistants will be responsible for the following duties:
Provides day-to-day Umoja HR global service desk (tier 2b) support to client entities escalated through the tiered support model by:
Responding to service requests received by providing functional, substantive and technical support for Umoja related HR issues
Providing guidance to lower tiered support desks on the resolution of common and routine cases
Escalating significant system-related errors to higher tiered support desk
Contributes to Umoja HR change management, communication, and training activities related to operational and production support under a decentralized model by:
Identifying trends observed in service requests received and making recommendations to address errors
Liaising with other relevant stakeholders to develop appropriate solutions to recurring mistakes or issues
Making recommendations and helping to draft global communications related to Umoja HR support topics and various initiatives or exercises
Providing HR subject matter expertise, in cooperation with relevant offices, for the development of training activities and associated training materials
Participating in business process improvement initiatives aimed at streamlining and automating processes
Making recommendations for the simplification and development of new HR policies to support policy and system alignment
Reviewing pain points in business processes in particular related to the need for system changes
Provides operational support for Umoja HR activities by:
Generating, maintaining, and distributing regular reports related to Umoja HR as needed for ongoing operational activities conducted by the team and to identify patterns
Generating operational reports identifying processing errors to flag for correction
Supporting annual operational activities under the mandate of the section such as annual declaration for dependency benefits or annual time statement, under the leadership of the project manager
Developing and producing ad hoc reports as needed
Supports Umoja HR roles management by:
Maintaining reference materials related to role definitions
Evaluating and making recommendations for the creation of new roles or modifying existing roles
Performing global role and user access provisioning for non-UNHQ entities, under a decentralized model
Reviewing requests to delegate HR functional approver roles, under a decentralized model
Updating the user access system
Advising on the proper segregation of duties in the context of role assignment
De-provisioning and discontinuing roles for staff no longer performing functions in an entity
PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrated ability to use initiatives, 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. 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.
CREATIVITY: Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks "outside the box." Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches.
TECHNOLOGICAL AWARENESS: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
High school diploma or equivalent is required.Work Experience
A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required.
Experience in the use of an Enterprise Resource Planning (ERP) system such as UMOJA is desirable.
Experience in the application of staff rules and regulations in an operational environment is desirable.
Experience in the use of a talent management system such as Inspira is desirable.
Experience contributing to business process improvement initiatives is desirable.
Experience utilizing reporting tools such as Microsoft Power BI or other similar applications is desirable.
Experience with Microsoft Excel is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
The appointment or assignment and renewal are subject to the availability of the post or funds, budgetary approval or extension of the mandate.
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.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
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.
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.