Human Resources Assistant

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  Please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

This post is a limited-term fixed-term post.

1.     Organizational Context

a.    Organizational Setting

The post is located in the Human Resources Business Support Services (HRBSS) Unit, Human Resources Operations Service of the Human Resources Management Department (HRMD). The HR Operations Service is a “one-stop” service center designed to provide a full range of administrative staffing services. The HRBSS team caters to the needs of business clients during the employee life cycle from recruitment to separation in close partnership with Talent Business Partners (TBP) and other administrative partners such as payroll, travel, visa, shipments etc. The unit is in charge of onboarding and separation, the full range of contract management as well as internal and inter-agency mobility.

b.    Purpose Statement

The incumbent is a key member of the HRBSS team supporting other colleagues and working independently on a range of specialized tasks related to contract management.

c.    Reporting Lines

The incumbent works under the supervision of the Onboarding and Contracts Associate.

a.    Work Relations

The incumbent liaises frequently with concerned work units throughout the Organization on the provision and follow-up of HR administrative actions.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Independently prepare initial letters of appointment with a focus on temporary staff members, fellows, interns and daily translators.

b.   Ensure the accurate and timely processing of personnel actions related to contract management including probation, extensions and conversions for staff members as well as interns and fellows.

c.   Prepare payments for authorization linked to onboarding and separation; prepare administrative correspondence; ensure overall data accuracy.

d.   Analyze and process benefits and entitlements upon appointment and separation; validate relevant results in the payroll validation tool.

e.   Cater to the needs of business clients during the employee life cycle from recruitment to separation in close partnership with TBPs and other administrative partners such as payroll, travel, visa, shipments etc.

f.    Proactively support the streamlining of HR Operations procedures with a focus on accessibility, efficiency, effectiveness, client orientation, and user experience;  make recommendations for improving working procedures.

g.   Support the end-to-end business process review and service quality within HRBSS in line with WIPO's changing needs and priorities; participate in and actively contribute to peer-to-peer learning meetings between HRBSS and TBPs with the objective to foster better collaboration.

h.   Propose updates and improvements in design, content and layout of the work unit’s web pages; develop guidelines, user manuals and other documents and prepare them for upload.

i.    Perform other job-related duties as required.

3.      Requirements

Education (Essential)

Completed secondary education.

Education (Desirable)

First-level university degree in Human Resources or in a related field.

Certification/training in Business Intelligence and/or people analytics.

Experience (Essential)

At least five years of relevant work experience including in the administration of contracts and benefits and entitlements in a UN or other international organization.

Experience working with an ERP system.

Experience (Desirable)

Experience working in the private sector.

Language (Essential)

Excellent written and spoken knowledge of English.

Language (Desirable)

Good knowledge of French.

Knowledge of other UN official languages.

Job Related Competencies (Essential)

Good knowledge of HR policies, principles and concepts and the ability to interpret and work within the applicable rules, regulations and procedures.

Client oriented with the ability to provide high quality client service; understanding of diverse client needs and ability to foster effective two-way communication, ensuring necessary information and services in a timely manner.

Proactive in identifying potential issues and initiative in proposing solutions to problems.

Good analytical skills and meticulous attention to detail.

Excellent organizational and time management skills with the ability to manage competing priorities.

Excellent written and spoken communication skills.

Absolute discretion in dealing with confidential matters.

Excellent interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.

Sound data literacy, and competent user of Microsoft Office applications (including Word, Excel, Outlook and PowerPoint) the internet and HR information systems; ability to adapt quickly to new software.