HUMAN RESOURCES ASSISTANT

Org. Setting and ReportingThis position is located in the Human Resources Unit of the Executive Office serving the Departments of Political and Peacebuilding Affairs (DPPA) and Peace Operations (DPO). The position reports to the Human Resources Officer. The Executive Office is part of the Office for Coordination and Shared Services which enables, directs and coordinates departmental efforts to ensure the effective integration and management of both Departments. The Department of Peace Operations (DPO) serves as a center of excellence for peace operations, responsible for preventing, responding to and managing conflict and sustaining peace in countries where peace operations under its purview are deployed, and provides support to other entities on peace and security issues. The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions. ResponsibilitiesWithin delegated authority, the Human Resources Assistant will be responsible for the following duties: • Processes, monitors and followsup on actions related to the administration of human resource activities, including recruitment of staff, promotion, transfers, assignment, special post allowance, extension of contract, separation, performance appraisal, etc. • Responds to inquiries and provides advice to staff regarding entitlements, conditions of service, duties and responsibilities under the Staff Rules and Regulations and related administrative procedures; monitors and maintains attendance records of staff members. • Reviews monthly staffing tables and monthly payroll lock reports for corrective actions as necessary; liaises with clients and prepare travel requests for on-boarding travel for staff. • Participates in the selection of candidates for secretarial, clerical and related category positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and roster searches for vacancies and identifying short-lists of candidates. • Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments. • Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements. • Reviews and processes requests for entitlements and claims. • Conducts induction and exit interviews for incoming and separating staff and assists him/her in final arrangements. • Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports. • Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. • Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in Umoja, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc. • Prepares written response to queries concerning HR related matters. • Performs other duties as required. CompetenciesPROFESSIONALISM • 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationHaving the UNHQ HR Partner certification is desirable. Work ExperienceA minimum of seven 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 years for candidates who possess a first-level university degree or higher. Experience in recruitment and contract management in the role of HR Assistant in the UN system is required. Experience in using HR management tool such as Umoja and Inspira is desirable. Experience in an Executive Office or a similar work setting in the UN system in the role of HR Assistant is desirable. HR Partner Certification is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).