HUMAN RESOURCES ASSISTANT

Org. Setting and ReportingThis position is based in the HR Unit of the Office of Administrative Services (OAS) of the International Seabed Authority in Kingston, Jamaica. The International Seabed Authority (ISA) is an international organization established under the United Nations Convention on the Law of the Sea (UNCLOS) and the 1994 Agreement relating to the Implementation of Part XI of the United Nations Convention on the Law of the Sea. The ISA is the organization through which States Parties to UNCLOS shall, in accordance with the regime for the seabed and ocean floor and subsoil thereof beyond the limits of national jurisdiction (the Area) established in Part XI and the 1994 Agreement, organize and control activities in the Area, particularly with a view to administering the resources of the Area. ResponsibilitiesUnder the overall guidance of the Chief, Office of Administrative Services and the direct supervision of the Head of Human Resources Unit and within delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and placement • Participate in the selection of candidates including screening applications, inviting shortlisted candidates, organizing written assessments, competency-based interviews, appointment and promotion board reviews and reports, processing submission of selections to the Head Entity for approval. • Assist in the filling of posts for all categories, including issuing letters of offer and following up on employment reference checks and medical clearances, onboarding flights and preparing and dispatching letters of appointment. • Process travel requests and travel authorizations ensuring that requests are properly recorded and authorized in accordance with ISA regulations, rules, policies, procedures and guidelines. • Liaise with airlines and travel agencies regarding their services, invoices and fares. Onboarding, offboarding and contracts management • Liaise with Procurement Unit to arrange airport pick-ups and hotel bookings for new staff. • Provide induction briefings for new staff and non-staff personnel. • Maintain and update the staffing table and take appropriate action as necessary. • Conduct exit interviews for separating staff and assist them final offboarding arrangements. Administration of entitlements • Review and process requests for entitlements and claims. • Enroll new staff on health and life insurance, and UNJSPF including preparing and reviewing submissions to the relevant offices. • Provide guidance and advice to staff members on benefits and entitlements. • Verify contractors' invoices against the goods and services, processing and following up contractor payments. • Liaise with the Finance Unit on the processing of benefits and entitlements after ensuring that all supporting documents are on file. • Obligate funding in the ERP system and process goods receipt for payment of CICs. • Maintain family status of staff members and administer respective dependency entitlements. • Process off boarding and related separation personnel actions and benefits. Staff development and career support training • Assist in the organization and conducting of training, information sharing sessions and workshops. • Provide logistics and administrative support for training and development activities. • Track and follow staff compliance with performance management cycle stages and mandatory training courses. Classification • Liaise with Hiring Managers in the reviewing and processing of requests for positions classification with OneHR Classification. • Provide advice and answers general queries on classification procedures and processes. Time and attendance • Maintain and update individual staff attendance record cards (electronic and manual) and making them available for individuals to review every six months and at the end of the cycle for confirmation and signature. • Liaise with various offices’ administrative focal points to ensure timely submission of monthly time and attendance reports. General • Provide advice and support to the Head of Human Resources Unit and staff on human resources-related matters. • Monitor the HR generic emails, prepare written responses to queries and bring sensitive matters to the attention of the Head of Unit for guidance. • Maintain and update the HR automated databases (Y Drive) and the centralized filing room 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. • Perform other duties as maybe required, Competencies• PROFESSIONALISM: Knowledge of human resources policies, procedures and practices 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. 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. 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. • PLANNING AND 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. EducationAt least a High school diploma is required. Job - Specific QualificationNot available. Work Experience• A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. • Experience of an ERP system such as SAP or Umoja in the area of human resources management is required. • Experience providing guidance to staff on United Nations Common System Staff Regulations and Rules is required. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written 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 a competency-based interview. Special Notice• The appointment is available for a fixed period of 2 years, and renewal thereof is subject to the • availability of the post, funds and satisfactory performance in the role. • This position is subject to local recruitment pursuant to staff rule 4.4 of the UN Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. • Applicants who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other ISA/UN Organizations. Such applicants may be contacted by other ISA/UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. • At the ISA/UN, 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 ISA/UN is committed to creating a diverse and inclusive environment of mutual respect. • The ISA/UN 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. • The ISA/UN Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this • position. • Only nationals of ISA Member States are eligible for consideration. 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.