Training Assistant

Org. Setting and Reporting

This position is located in the Language Training Programme (LTP), Centre for Learning and Multilingualism (CLM) of the Human Resources Management Service (HRMS) in the Division of Administration (DA) at the United Nations Office at Geneva (UNOG). The incumbent will report to the Training Officer.

Responsibilities

Under the direct supervision of the Training Officer, the incumbent will be responsible for the following duties:

1. Performs daily administrative tasks related to the language courses in the LTP administration platform:
• Enters and updates the course offer, course schedule and class list for the six languages four times per year before the beginning of the enrolment period.
• Assists applicants when support is needed at the time of enrolment.
• Screens the eligibility of new users, requests missing documents when needed and follow-up.
• Screens enrolment forms (eligibility, proof of payment, etc.), and follow-up with applicants when need be.
• Maintains and updates students’ records in the database.
• Sends class convocations, and messages to students on waiting lists.
• Manages class lists and cancellations, monitors waiting lists, changes students from one class to another at their request, liaises with teachers and students when needed.
• Monitors attendance and no-show. Liaise with teachers and clients.
• Coordinates the placement tests with teachers and students: sends invitations and instructions, enter results, update lists, etc.
• Works closely with the IT team to fix bugs and improve the features of the platform; gives feedback and tests the prototypes.

2. Maintains the LTP secretariat mailbox and communicates with clients:
• Responds to e-mail enquiries, answers telephone calls and in person questions in French and English on general information or provides guidance on related to the courses, such as enrollment procedures, deadlines for courses, programme content, refers complex problems/questions to appropriate colleagues; provides advice to individuals and proposes internal or external solutions to specific language training needs.
• Disseminates general information to department’s training focal points, administrative assistants, Geneva-based UN Agencies and Diplomatic Missions.
• Issues certificates of course completion.
• Maintains close communication with students and teachers throughout the term. Communicates with teachers, arranges placement tests for participants including sending emails of invitation and dealing with security for access into the UN premises. Keeps students (including students on waiting lists) informed on they enrolment status.
• Takes immediate actions to inform students in case of teacher’s absence and organizes the teaching time that needs to be recovered.
• Keeps/updates a mailing list (organizational focal points, permanent missions…) to disseminate any communication related to the LTP.

3. Prepares the part-time teachers (ICs) contracts and payment in liaison with the Training Officer, HR and FRMS:
• Raises contracts (Shopping Carts in Umoja) attaching all necessary documents (medical certificate, PHP, mandatory training certificates, etc.), follows-up with Head of LTP and ICs for approval and signatures.
• Prepares the paperwork for the final evaluation and liaises with supervisors for signature and approval.
• Initiates the payments (raises Service Entry Sheet in Umoja) ensuring that it reflects hours worked.
• Modifies contracts to reflect necessary changes.

4. Prepares the billing for external organizations and UN Secretariat entities in liaison with the Training Officer, FRMS and HR learning focal points of entities on a quarterly basis:
• Generates billing to external clients according to the number of their staff attending the language courses and liaises with the training focal point.
• Proceeds with the billing of UN-Secretariat entities to cover the costs generated by extra-budgetary staff members who have attended language courses.
• Issues Sales Order (SO) in Umoja for external clients and liaise with stakeholders to get approvals.
• Prepare the pivot tables with accurate data and upload the excel document in KIS.

5. Administers the recruitment of CLM interns in liaison with the managers, interns and HR:
• Prepares the Job openings in Inspira.
• Coordinates the screening, prepares the candidates evaluation and interviews.
• Prepares all paperwork for onboarding and offboarding.

6. Manages the reimbursement of course fees due to cancellations:
• Liaises with students, HR and FRMS, requesting all supporting documents and information (Index numbers, banking data information, etc.).
• Creates/follows-up revenue refunds in Umoja.
• Follows-up with all stakeholders.

7. Prepares and extracts end-of-term evaluation forms:
• Prepares end-of-term feedback forms, sends the invitation to complete the questionnaire to course participants (including reminders), informs teachers.
• Extracts evaluation reports and sends them to teachers.
• Compiles, summarizes and presents basic data on specific projects and related topics or issues.

8. Orders stationery and office material, follow-up with teachers the materials needed:
• Provides support to the Test and Examination unit for the Language Proficiency Examination, delivers certificates, etc.
• Carries out other relevant tasks as required by the Training Officer in charge of the LTP.

Competencies

PROFESSIONALISM: Demonstrates professional competence related to the administrative field of language training; demonstrates ability to use computer equipment and any Enterprise Resource Planning (ERP) system; shows pride in work and in achievements; 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 the audience; Demonstrates openness in sharing information and keeping people informed

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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

A certificate demonstrating digital skills (ICDL, ECDL or EITCA) is desirable.

Training in Enterprise Resource Planning (ERP/SAP) systems, such as Umoja or similar, is desirable.

Work Experience

A minimum of five (5) years of relevant experience in administrative or training field is required.

Experience in the use of Microsoft Office/Office 365 (Outlook, Word, Excel, Powerpoint) is required.

Three (3) years within the UN Common System or a similar international organization is desirable.

Experience in the ERP system, such as Umoja or Inspira is desirable.

Experience in the use of learning management systems (LMS) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another official languages of the United Nations (Arabic, Chinese, Russian or Spanish) is desirable.

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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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.