HUMAN RESOURCES ASSISTANT [Temporary]

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to which authority has not been granted owing to a lack of capacity or from which authority has been temporarily withdrawn. The Division also has the mandate to provide crisis preparedness and support at all duty stations. 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 Section also provides and coordinates essential operational and administrative support to staff and families affected by a critical incident or any other crisis.

The Human Resources Assistant reports to a Human Resources or Programme Officer within CSSSS.

Responsibilities

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

Recruitment and placement

•Participates in the selection of candidates for secretarial, clerical and related categories positions; including drafting job openings in Inspira, ensuring the major duties, responsibilities and evaluation criteria are reflected, evaluating and screening applications of candidates in Inspira; preparing candidate profiles, conducting preliminary interviews, 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 schedules to conduct written assessments of candidates, including competitive recruitment examinations, with the aim to identify and invite successful candidates for a Competency Based Interview.
•Updates Inspira and notify candidates of the interview status, upon conclusion of the selection process.
•Oversees the maintenance, filing and tracking of job openings in Inspira.
•Coordinates with Executive Offices, entity stakeholders and selected candidates on visa matters, travel arrangements and shipment of personal effects.

Administration of entitlements

•Reviews and processes 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 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

•Maintains 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; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
•Prepares written response to queries concerning HR related matters.
•Provides advisory services, guidance and support services as required for each phase during surge/start-up, transitions, downsizing and liquidation of client entities.
•Assists with reviewing whether existing regulations, rules and policies are fit for purpose during surge/start-ups, transitions, downsizing and liquidations and liaises 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 Delegation of Authority (DOA); undertakes matching with service providers and handover of human resources activities once DOA is granted or a start-up entity’s human resources team is in place.
•Trains and provides guidance to less experienced staff.
•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.

• 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.

Education

High school diploma or equivalent.

Work Experience

A minimum of seven years of experience in human resources management, administrative services or a related area is required.
Experience in the implementation of human resources policies, regulation and rules is required.
Experience using an enterprise resource planning (ERP) system such as UMOJA, SAP or similar system is required.
Experience with an HR recruitment and onboarding system, such as Inspira, or an equivalent system is desirable.
Experience in the United Nations system or a similar international organization is desirable.
Experience advising clients in human resources administration 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

This job opening is advertised to fill a temporarily vacant position during the absence of the regular incumbent for a period of six months. The regular incumbent is entitled to return to this position at the expiry of the temporary vacancy period. If the regular incumbent exercises the right to return, the appointment or temporary assignment or special post allowance of the candidate selected for this job opening will not be renewed or extended.

The selection process for this job opening will be conducted pursuant to ST/AI/2010/3 on the “Staff Selection System” and include the compliance review process by a review body described in staff rule 4.15. In case of selection, a staff member of the United Nations Secretariat who meets the definition of “internal candidate” in staff rule 4.10 will be placed on a temporary assignment if he or she holds the same grade as the job opening; and a temporary promotion if he or she holds a lower grade than the job opening. If the regular incumbent vacates the position during such temporary assignment or promotion, the selected staff member will be laterally assigned, promoted or transferred to the position without further selection process under ST/AI/2010/3.

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.