Senior Human Resources Assistant

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

1.     Organizational Context

a.    Organizational Setting

The post is located in the HR Operations Service of the Human Resources Management Department. The HR Operations Service is a “one-stop” service center designed to provide a full range of administrative staffing services that include, but are not limited to: contracts for all categories of staff; staff entrance and exit formalities; staff benefits and entitlements; staff presence/absence management; the administration of the Organization’s insurance policies and Pensions Schemes; HR Payroll interface and liaison with Swiss authorities regarding staff’s residence in the country.

b.    Purpose Statement

As a lead worker in the Human Resources Operations Service, the incumbent is required to supervise HR Assistants in the team and perform a full range of highly specialized and responsible tasks of a para-professional nature in the areas of contracts and benefits and entitlements administration.

c.    Reporting Lines

The incumbent works under the supervision of the Senior Policy & Employee Benefits Specialist / HR Operations Manager.

d.    Work Relations

The incumbent liaises frequently with concerned work units throughout the Organization on the provision and follow-up of HR administrative actions.

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Ensure the accurate and timely processing of personnel actions related to contracts, benefits and entitlements; determine and calculate entitlements, and/or verify calculations done by subordinate staff and instructions for payment; prepare payments for authorization; prepare and sign administrative correspondence; coordinate data cleaning and data validation work.

b.   Coordinate the work of the HR Assistants in the unit; organize the work, determine priorities and provide instruction and guidance in resolving more complicated issues; monitor and provide regular feedback on performance; propose training for staff; conduct performance evaluation meetings and ensure timely finalization of performance evaluation exercises; inform supervisor of recommendations/issues identified.

c.   Review complex entitlements and benefits requests; carry out analysis of potential implications and risk for the Organization, and provide recommendations to the supervisor.

d.   Brief staff on HR policies, regulations and rules, and procedures, and advise on rights and obligations and on choices available with respect to benefits, allowances and entitlements; conduct exit interviews for separating staff, provide information on separation procedures and formalities; determine entitlements upon separation and prepare related payments.

e.   Keep up to date with changes to and work in line with the Staff Regulations and Rules HR policies and procedures, and anti-fraud policies and procedures; provide a comprehensive information service to staff on HR administrative matters including conditions of service, entitlements and privileges; proactively anticipate needs on a case-by-case basis and answer a variety of queries of a specialized and complex nature.

f.    Monitor the efficiency and effectiveness of service delivery methods, procedures and workflow in the work unit and make recommendations for improving working procedures; participate in internal meetings and working groups for the rationalization, harmonization and implementation of internal work processes and HR information systems.

g.   Carry out comparative research on selected topics such as conditions of employment and respond to enquiries from within and outside the Organization; prepare and analyze data, and assist in the compilation of statistical reports.

h.   Propose updates and improvements in design, content and layout of the work unit’s web pages based on recurring requests from staff for specific information; develop guidelines, user manuals and other documents and prepare them for upload.

i.    Perform other job-related duties as required.

3.      Requirements

Education (Essential)

Completed secondary education. Specialized training in contract administration, benefits and entitlements.

Education (Desirable)

First-level university degree in Human Resources or in a related field.

Experience (Essential)

At least eight years of relevant work experience including in the administration of contracts and benefits and entitlements in a UN or other international organization.

Experience working with an ERP system.

Experience (Desirable)

Experience supervising a team of support staff.

Language (Essential)

Excellent written and spoken knowledge of English or French and good knowledge of the other language.

Language (Desirable)

Knowledge of other UN official languages.

Job Related Competencies (Essential)

Good knowledge of HR policies, principles and concepts and the ability to interpret and work within the applicable rules, regulations and procedures.

Skills and Competencies (Essential)

Client oriented with the ability to provide high quality client service; understanding of diverse client needs and ability to foster effective two-way communication, ensuring necessary information and services in a timely manner.

Proactive in identifying potential issues and initiative in proposing solutions to problems.

Supervisory skills with the ability to train, guide and motivate staff towards achieving a common goal.

Good analytical skills and meticulous attention to detail.

Excellent organizational and time management skills with the ability to manage competing priorities.

Excellent written and spoken communication skills.

Absolute discretion in dealing with confidential matters.

Excellent interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.

Competent user of Microsoft Office applications (including Word, Excel, Outlook and PowerPoint) the internet and HR information systems; ability to adapt quickly to new software.

4.      Organizational Competencies