GradeGS4
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelH (no hardship)
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Remote work acceptedNo
Target Start Date2024-01-02
Target End Date2024-12-31
Job Posting End DateDecember 17, 2023
Standard Job DescriptionHuman Resources Assistant Organizational Setting and Work Relationships Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer/Associate, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR). All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties - Provide clerical support in the recruitment, assignment, reassignment and separation of local general service staff. - Assist in processing local staff membersยฟ contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures. - Provide advice to staff members on their rights, obligations, benefits and entitlements according to the UN/UNHCR staff rules and regulations. - Assist newly arrived international staff with administrative formalities related to their accreditations, security/ground passes, arrange travel and hotel reservations. Assist with shipment of their personal effects in coordination with the logistics section. - Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. - Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records. - Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs. - Initiate routine correspondence on HR matters for the authorizing officerยฟs approval. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher Field(s) of Education Not specified. Certificates and/or Licenses Not specified. Relevant Job Experience Essential Not specified. Desirable Field experience with UNHCR and/or with other humanitarian organizations is an asset. Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization. High IT affinity and working experience of ERP systems. Functional Skills UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Computer Literacy IT-Enterprise Resource Planning (ERP) (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate ProfileGeneral Background:
UNHCR, the UN Refugee Agency, is offering a contract within the Private Sector Partnerships Services in our Office in Brussels, Belgium.
UNHCR, the UN Refugee Agency is a global organization dedicated to saving lives, protecting rights, and building a better future for refugees, forcibly displaced communities, and stateless people. Every year, millions of men, women, and children are forced to flee their homes to escape conflict and persecution. We are in over 130 countries, using our expertise to protect and care for millions. UNHCR is almost entirely funded by voluntary contributions from governments and private donors.
The position is part of UNHCRโs Private Sector Partnerships (PSP) Unit, which plays a crucial role in helping expand the organizationโs funding base, while ensuring a sustainable and predictable stream of income. PSP as part of Division of External Relations (DER) is administratively divided in regions.
PSP Europe Regional Admin team, based in Brussels, supports the fast-growing PSP Operations within the Europe region (in many different locations) with finance, procurement, HR and other admin related tasks.
The HR Assistant position is meant to strengthen the regional Admin team in our Brussels Office (central office for PSP Europe) on Admin/HR support and offers a unique opportunity to work with the entire PSP Europe Team. The need for an HR Assistant is crucial due to an increased volume of staff movements, changes of positions and changing structures within the PSP offices.
The main responsibility of this position is to support PSP Europe operations and colleagues with Admin/HR queries and under the direct supervision of the Snr Admin/HR Associate, to assist in the daily work of the PSP Europe Admin team.
The HR Assistantโs main role will be to support the PSP Europe HR colleagues with daily assistance with recruitments, separations (e.g. correspondence with candidates, preparations for interviews, drafting documents and memos). The incumbent will be the focal point for leave management for PSP Europe Affiliate workforce and will be responsible for the management of accesses and mailboxes for PSP Europe colleagues. He/She will be assisting the travel focal point with travel preparations and administration of regional meetings.
We are looking for a reliable colleague, with practical knowledge and experience in HR administration and supporting roles, who is proactive, has a strong focus on details, able to multi-task and interested to acquire new skills and knowledge within UN.
Purpose and Scope of Assignment:
The HR Assistant will work under the supervision of the Senior Admin/HR Associate with PSP Europe Regional Admin Team and in close collaboration with the HR focal point in the team, to support colleagues and PSP operations located in different European duty stations/locations. The tasks will be:
โข Assist PSP Europe Regional HR colleagues with recruitments and separations within the Europe region (e.g. communication with candidates, preparations for interviews and written tests);
โข Draft HR documents/ memos which may be of a confidential nature within the assigned area of responsibility;
โข Assist PSP Europe Affiliate workforce and Interns with their leave requests, prepare overviews if needed;
โข Request and coordinate PSP Europe colleaguesโ mailboxes, accesses to UNHCR systems and directories;
โข Assist in local and regional onboarding of new employees;
โข Support with filing documents and keeping electronic and physical folders updated;
โข Assist the travel focal point with PSP Europe staffโs official travel related queries, bookings and administration of their travel;
โข Prepare travel authorizations, travel related calculations and settlements within the online Travel Module;
โข Support PSP staff/operations with the venue selection and administration of meetings, skill-shares and other events as planned in the region when required;
โข Attend to the preparation of meetings, conferences and visits;
โข Support the Chief PSP Officer with administrative tasks;
โข Perform other related admin duties as required.
Essential minimum qualifications and professional experience required:
a. Education
โข Completion of secondary education (high school diploma) preferably with university degree (considered as an asset) in human resources, business administration, economics or a related field.
b. Work Experience
โข Minimum one year of previous job experience relevant to the functions;
โข Knowledge of UNHCR rules and HR policies would be an asset.
c. Key Competencies
โข Good oral and written communication skills;
โข Good coordination and analytical skills;
โข Good interpersonal skills with ability to work with highly confidential data;
โข A flexible and outgoing team player with excellent customer service oriented attitude;
โข Excellent computer skills with knowledge of Word, Excel and PowerPoint;
โข Ability to work independently but also as part of a team;
โข Ability to multi-task and work with many details;
โข Excellent knowledge of English is mandatory (oral, written, comprehension);
โข Knowledge of French and/or Dutch is an asset.
Location:
The successful candidate will be based with the team in UNHCRโs office in Brussels, Belgium.
Conditions:
The position is associated with a Temporary contract, valid until end of 2024, with possibility of renewal and/or conversion into a Fixed-term contract. It is a full-time role with working hours starting from 9 AM to 6 PM, Monday to Friday (40 hours per week).
The salary is in line with the local UN GS Salary scale.
Preferred candidates are based in Belgium with working permit in the EU.
Shortlisted candidates will be invited to an interview. Written test may be conducted during the selection process.
Functional ClearanceThis position doesn't require a functional clearance
Required languages (expected Overall ability is at least B2 level)English
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Desired languages
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Additional Qualifications
SkillsIT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
Certifications
Work Experience
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