Human Resources Assistant

Org. Setting and ReportingThis position is located in the Human Resources Management Section, Executive Office of the Department of Economic and Social Affairs (DESA). The Executive Office provides human resources, finance and budget, logistics and general administrative support to the Department of Economic and Social Affairs (DESA), Office of the Special Adviser for Africa (OSAA), Office of the High Representative for the Least Developed Countries, Landlocked Developing Countries and Small Island Developing States (OHRLLS), Regional Commissions New York Office (RCNYO) and the CEB Secretariat (NY) Office. The incumbent reports to the Senior Human Resources Officer and the Administrative Officer in the Human Resources Management Section of the Executive Office, DESA. Further information on DESA is available on the following website: https://www.un.org/en/desa/about-us ResponsibilitiesWithin delegated authority, the Human Resources Assistant will be responsible for the following duties Recruitment and placement • Assists with the issuance of job openings and/or the filling of posts for staff and non-staff, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, and preparing and dispatching offers, preparing and maintaining case files. • Assists in the evaluation and screening of applications of candidates for staff and/or non-staff positions. • Coordinates with substantive offices and selected candidates on hiring of staff and/or nonstaff, including travel arrangements, visa matters and shipment of personal effects. Staff development and career support training • Assists with training-related activities • Assists with the department's performance management related activities Classification • Assists in reviewing and processing requests for classification. • Provides advice and answers general queries on classification procedures and processes. General • 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, Unite Docs Correspondence). • Serves as the Section's focal point for IT applications and tools related to recruitment and staffing matters. • Schedules appointments/meetings, monitors deadlines, etc. • Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. • Assists with the collection and analysis of HR related data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • 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. CompetenciesProfessionalism: Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting. Ability to apply human resources policies, procedures and practices, in particular familiarity with United Nations Staff Rules and Regulations, as well as Staff Selection System and Administrative Instructions relating to human resources management 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Tact and discretion in dealing with confidential matters; ability to apply good judgement in the context of assignments given. 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. 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. Client Orientation: Considers all those to whom services are provided to be \"clients\" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five years of experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher. Experience in Staff Selection System and non-staff hiring procedures (i.e. Interns, Consultants, Individual Contractors) is required. Experience in using Inspira is required. Experience using Microsoft Office is required. Experience with Enterprise Resource Planning System is desirable. Experience working in an Executive Office is desirable. 1 year or more of experience in data analytics or related area is desirable LanguagesEnglish 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 an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis 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. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. United Nations ConsiderationsAccording 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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.