Org. Setting and Reporting
The position is located in the United Nations Development Coordination Office (UNDCO) and reports to the Resident Coordinator (RC) Human Resources Policy Officer in the RC System Business Management Branch, under the overall supervision of the Chief of Human Resources.Responsibilities
Within delegated authority, the Human Resources Assistant will be responsible for the following duties: Supports the RC System Human Resources Policy Officer in her/his strategic role of advising on inter-agency human resources policy issues in coordination with the UN Office of Human Resources (OHR).
Recruitment and placement
•Participates in the selection of candidates for secretarial, clerical and related categories positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-list of candidates.
•Assists in the filling of posts, 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.
•Provides input into policy development for the HR policies of staff in the General Service and related categories.
•Schedules and coordinates entry tests for secretarial/clerical/trades and crafts/security positions.
•Assists in organizing and coordinating competitive recruitment examinations.
•Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
•Create and maintain personnel actions through UMOJA.
•Initiates visa requirements and advises staff on applicable visa matters.
•Reviews requests and processes entitlements and claims.
•Maintains Umoja entitlements reference tables.
•Develops HR staffing reports or tailored related reports.
Administration of entitlements:
•Assists in the organization and conduct of human resources training courses and, inductions and orientation workshorp in BMB.
•Provides logistics and administrative support to UNDCO staff .
•Assists the RC System Human Resources Policy Officer in reviewing and processing requests for classification for UNDCO posts.
•Provides advice and answers general queries on classification procedures and processes.
•Supports the organization of trainings/webinars for staff in the field and Headquarters on human resources policy issues.
•Reviews and processes requests for entitlements and exceptions to the Staff Rules and Regulations concerning travel entitlements, entitlements at field duty stations, , and other related entitlements..
•Monitors issues on conditions of service of staff and advises the supervisor of any developments.
Staff development and career support training
•Assists in the development of induction development programme and other DCO strategies
•Provides advice and answers general queries on classification procedures and processes.
•Assists in providing documentation and background materials relating to classification appeals.
•Supervises and initiates the maintenance of automated databases and the centralized reference and filing systems in our ERP systems.
•Utilizing the ERP systems (UMOJA and INSPIRA) in processes a wide variety of Human Resources administration actions ( life cycle of the HR functions from recruitments to onboarding to separation)
•Liaise with Agencies, Funds and Programmes on related HR matters.
•Undertakes research on a range of HR related issues and prepares notes/reports.
•Conducts research on precedents, policy rulings and procedures
•Supervises compilation and preparation of statistical reports on HR related issues.
•Assists in the preparation of information circulars for HR related issues.
•Conducts exit interviews for separating staff and assists him/her in final arrangements.
•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.
•Trains and provides supervision to new and lower-level staff in the unit.
•Performs other duties as required.
•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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•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.
High school diploma or equivalent. Must have passed the United Nations Global General Services Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away.Work Experience
Ten years of progressively responsible experience in human resources management, administrative services or related area is required.
A minimum of three years of experience working in human resources within the United Nations or a comparable international organization is required.
A minimum of three years of experience with administration of benefits and entitlements is required.
Experience working with Enterprise Resources Planning (ERP) systems, preferably in human resources related activities, is desirable.
Experience with inter-agency or inter-organizational collaboration in the development sector is desirable.
Experience in the UMOJA Headquarter Deployment Group is desirable.
Experience in field entitlements is desirable.
English 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 desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
• This temporary position is available for 364 days, starting ASAP. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no
bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need
period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
United Nations Considerations
According 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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
THE 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.