HUMAN RESOURCES ASSISTANT
New York City (United States of America)
Org. Setting and Reporting
The position is located in the Special Assessments Section (SAS), Staffing Service (SS) in the 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 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 Staffing Service (SS) offers expertise in the areas of talent acquisition and innovation, testing and examinations, operational workforce planning and organizational design across UN Secretariat entities.
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 Exam.
The Human Resources Assistant reports to the Human Resources Officer in the Section.
Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
Recruitment and placement
•Processes applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, arranging for interviews, and entering data on candidates into the automated roster.
•Processes applications for examinations and tests, including providing access to internet-based tests, and entering data on candidates test results.
•Assists in in the various phases of work related to the preparation and administration of selection tests and examinations, including internet-based tests.
•Assists in the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions.
•Coordinates with Executive Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects.
•Prepares agenda and provides relevant documentation required for recruitment related meetings.
Administration of entitlements
•Reviews and processes requests for entitlements and claims.
•Assists in the review and processing of data pertaining to conditions of service.
•Converts data captured in various databases (e.g., the UN talent management system and Microsoft Access) for accurate statistical reporting on examinations for DOS Management, Member States, and other departments and UN agencies.
•Assists with building special data sets for specific research needs and produces tables and charts from database queries or spreadsheets (i.e., Microsoft Excel and Access).
•Research internet source materials and assist in keeping exam item banks up to date and developing test materials for the GS and related category.
•With guidance develop, modify, maintain, troubleshoot and backup databases for examinations
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.
•Proofread examination materials and play a central role in coordination of the exam application process.
•Serve as focal point for the administration, monitoring and coordination of examinations and exam materials, and assist in the proctoring of examinations.
•Support administration of on-site and on-line talent assessments and tests.
•Publish examination progress and results.
•Assists with the development, maintenance and to update the internet and intranet websites for the various exams.
•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.
•Performs other duties as required.
• PROFESSIONALISM: Knowledge in using Microsoft (MS. Excel, Access) or other data management software applications to conduct data analysis and in preparing statistical reports; knowledge of human resources policies, procedures and practices and ability to 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.
• PLANNING & 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.
High school diploma or equivalent is required.
At least five years of experience in human resources management, administrative services or related area is required.
Experience in analyzing and presenting data using MS Excel is required.
Experience in using applications for information sharing and collaboration such as MS Teams, SharePoint, OneDrive or similar applications is desirable.
Experience in providing administrative support to a team is desirable.
Experience in supporting clients is desirable.
Experience in administering online assessments is desirable.
Experience working with organizational enterprise management tools such as Umoja, Inspira or similar systems 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 other UN official languages is an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by 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.
Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.
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.
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.