Hardship LevelC
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-10-01
Job Posting End DateSeptember 12, 2023
Standard Job DescriptionSenior Human Resources Assistant Organizational Setting and Work Relationships Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR). All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties - Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff. - Process local staff membersยฟ contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures. - Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office. - Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations. - Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations - Assist with shipment of their personal effects in coordination with the logistics section. - Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency. - Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records. - Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs. - Initiate routine correspondence on HR matters for the authorizing officerยฟs approval. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher Field(s) of Education Not applicable Certificates and/or Licenses Secretarial Administrative (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization. Desirable Field experience with UNHCR and/or with other humanitarian organizations is an asset. High IT affinity and working experience of PeopleSoft/MSRP. Functional Skills IT-Computer Literacy PG-Resource planning FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other) HR-PeopleSoft Human Capital Management UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile The Human Resources Unit in Tyre is serving more than 60 staff members and affiliate workforce in UNHCR Lebanon operation, the Senior Human Resources Assistant will function under the supervision of the Assistant Finance Officer. The incumbent will perform different Human Resources tasks including but not limited to personnel administration, recruitment, onboarding, contract administration, and will be responsible to administer the Workday entries and update for his/her area of responsibility.
Under the guidance of his/her supervisor, the incumbent will assist with the Human Resources administration of one or more office(s) in the operation and maintain a close coordination with HR counterparts to coordinate and ensure a smooth processing of all HR tasks. As such, the incumbent is expected to have an excellent client service, interpersonal, analytical skills as well as teamwork, collaboration, and communication skills; and s/he should be solution- and result-oriented promoting a respectful working environment.
He/She would be responsible to communicate and work closely with different managerial levels as well as staff members working in different units and at different levels. The incumbent should be detail oriented and have experience in drafting reports with analysis, He/She will also be responsible to provide reports upon request under his/her AOR with regards to staffing, position changes, recruitment reports, review and verify recruitment AC submissions, issuance of UNLPs , as well as onboarding and offboarding staff and affiliates. The incumbent is expected to have a solid knowledge and information of HR policies and rules and keep him/herself up to date with Human Resources Administrative instructions.
The incumbent will have his/her contributions to the learning and development plan in the operation and work closely with other learning coordinators as well as with HQ to implement the learning plan in the most cost effective and efficient way. He/She is expected to maintain HR data and information in a secure and confidential manner utilizing his/her experience and skills in using this data to analyze and report as required by the FO Tyre.
Desired Candidate Profile:
- Bachelorโs Degree in Business Administration is desirable
- Knowledge/experience in the UN system HR policies
Required languages (expected Overall ability is at least B2 level):
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Desired languages
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Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
SkillsFI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), HR-PeopleSoft Human Capital Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsAdministration - Other, Secretarial - Other
Work Experience
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
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Compendium
Additional InformationRecruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.
Functional clearanceThis position doesn't require a functional clearance