Org. Setting and Reporting

This position is located in the human resources section of the Executive Office component of the Headquarters Client Support Service (HQCSS), Division of Administration (DOA), Department of Operational Support (DOS). The Human Resources Assistant at this level usually reports to the Senior Human Resources Officer, HQCSS/DOA/DOS.

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operational entities across the Secretariat, including departments, offices away from headquarters, field missions and regional commissions.

The Executive Office component of the Headquarters Client Support Service provides administrative support services to DOS, the Office of Information and Communications Technology (OICT), and 17 entities based at the Headquarters:
• Global Compact Office (GCO)
• Human Security Unit (HSU)
• Office of Administration of Justice (OAJ)
• Office of the Secretary-General’s Envoy on Technology
• United Nations Sustainable Development Group (UNSDG) System-Wide Evaluation Office
• Office of Special Coordinator on Improving the United Nations Response to Sexual Exploitation and Abuse
• Office of the Special Representative of the Secretary-General on Children and Armed Conflict (OSRSG-CAAC)
• Office of the Special Representative of the Secretary-General on Sexual Violence in Conflict (OSRSG-SVC)
• Office of the Special Representative of the Secretary-General on Violence Against Children (OSRSG-VAC)
• Office of the United Nations Ombudsman and Mediation Services
• Office of Victims’ Rights Advocate (OVRA)
• United Nations Ethics Office
• United Nations Office for Partnerships (UNOP)
• United Nations Alliance of Civilizations (UNAOC)
• Liaison offices of the:

United Nations Office on Drugs and Crime
United Nations Convention to Combat Desertification in New York
United Nations Institute for Training and Research

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties:

RECRUITMENT AND PLACEMENT:
• Participates and supports in the full recruitment cycle of candidates including review of classification of posts, evaluating and screening applications of candidates, reviewing transmittal memo and submission to the relevant central review bodies.
• Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, posting job openings and temporary job openings for all positions in New York ensuring the completion of the pre-recruitment formalities, as well as the status of all Job Openings on a dynamic basis to meet the target dates.
• Oversees the maintenance and progress of job openings/temporary job openings while tracking their status to adhere to the recruitment timeline.
• Reviews and processes personnel actions for a wide range of processes (i.e. contract renewal/extensions, step increment, special post allowance, special leave ) through Umoja ECC, iNeed ticketing and reviews and approves the appropriate leave-related requests submitted through Umoja Employee Self Service.
• Advises staff on visa matters.
• Provides advice and guidance to general queries on recruitment, placement and relocation.

ADMINISTRATION OF ENTITLEMENTS:
• Reviews and processes requests for entitlements including home leave travel requests for staff members and eligible family members.
• Reviews, approves and monitors (with required retroactive actions) leave requests, including sick leave and brings to the attention of the relevant HR focal point on potential disability cases.

STAFF DEVELOPMENT AND CAREER SUPPORT TRAINING:
• Provides advice and guidance to general queries concerning training, performance management and directs staff to resources concerning staff welfare and counselling.

CLASSIFICATION:
• Assists in reviewing, preparing and processing requests for classification.
• Provides advice and answers general queries on classification procedures and processes.

GENERAL:
• Conducts onboarding for new staff and exit interviews for separating staff and assists him/her in final arrangements; maintains separations files and answers general queries concerning separations.
• Creates and maintains Official Status Files throughout the career of staff members.
• Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Undertakes research on a range of HR related issues and assists in the preparation of notes and reports through the use of Microsoft Word, Excel and Power Point.
• 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); 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.

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.

Education

High school diploma or equivalent.

Work Experience

A 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 for candidates who possess a first-level university degree or higher.

Experience working with enterprise resource planning (ERP) Systems such as SAP (Umoja) or equivalent is desirable.

Experience in office support functions, including use of Microsoft applications such as Word, Excel, PowerPoint, SharePoint within the UN common system or other comparable international organization is desirable

Experience working with a recruitment module/electronic talent management system, such as Inspira, Oracle PeopleSoft application or similar is desirable.

Languages

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

Staff members are subject to the authority of the Secretary- General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits 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 UN Organizations. Such applicants may be contacted by other 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 United Nations, 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 United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations 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.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

No Fee

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.