Human Resources Assistant

Org. Setting and ReportingThis position is located in the Social Security Team (SST) within the Operational and Advisory Support Unit (OASU), Human Resources Management Service (HRMS), Division for Management (DM), United Nations Office at Vienna (UNOV) and United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the SST Team Lead and the overall guidance of the Chief of Unit, OASU. The Social Security Team leads the operational and advisory support for the entire spectrum of social security services within HRMS, including administrative support and expert advice in the area of Pension Fund related benefits and options, health and life insurance related benefits and options for both active and retired staff, compensation claims and health insurance related assistance for medical evacuation. For more information on UNOV and UNODC, please visit the websites at www.unov.org and www.unodc.org ResponsibilitiesWithin assigned authority, the incumbent will perform the following specific duties: • Provide administrative services to active and former (retired) staff members with regard to their participation in the United Nations Joint Staff Pension Fund (UNJSPF) and liaise with the UNJSPF Offices. • Provide administrative services to active and former (retired) staff members in the area of health and life insurance and liaise with the different providers, i.e. Allianz Care, OEGK (“Österreichischen Gesundheitskasse”- Austrian national health insurance), CIGNA (UN Worldwide Plan and MIP for staff members in UNODC field locations), Hartford Life Insurance, as well as with counterparts at the Health and Life Insurance Section in New York. • Brief and respond to enquiries of staff and retirees regarding their pensions, related benefits and options and assist staff in completing forms for designation of beneficiary, restoration and validation of non-contributory service. • Explain medical and life insurance plans to new staff members, assist with required enrolment forms, advise on procedures in case of hospitalization, maintain data base for participants, record insurance applications in the applicable UN electronic data system (Umoja) and administer temporary disability cases. • Assist SST Team Lead with confidential inquiries and expert guidance on pension related benefits in connection with (planned) separation from service. • Assist SST Team Lead with the full spectrum of advisory and administrative services in connection with separations from service and on (early/deferred) retirement. • Provide insurance related assistance and support in connection with medical evacuation exercises. • Assist SST Team Lead with the administrative process in relation to all social security aspects in cases of death. • Liaise with medical providers on individual medical issues/cases requiring intervention and a mediated approach. • Assist in preparing correspondence, official circulars, special messages and certificates, and update general information material. • Maintain automated database containing social security related statistics, prepare periodic reports, and maintain individual insurance files. • Undertake continuous data reporting in Umoja and insurance provider automated systems to ensure consolidation of records. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform back-up functions and other work-related duties as required. Competencies• Professionalism – Has some knowledge of the Organization's human resources policies, procedures and practices. Demonstrates use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. Has the ability to perform analysis, modelling and interpretation of data in support of decision-making. 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 ExperienceFive years of experience in human resources management, administrative services, office support or related area is required. The minimum years of experience is reduced to three for candidates who possess a first level university degree or higher. Experience in staff administration is desirable. Experience in working with the United Nations system and/or similar international organization is desirable. Experience with ERP (such as SAP) is desirable. Experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position, fluency in English, i.e. oral and written proficiency is required. Knowledge of another official United Nations language is an advantage. Fluency of German is required. AssessmentEvaluation 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. • 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. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as \"retirement.\" Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. • The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP 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.