Org. Setting and Reporting

This position is located in the Human Resources Operations Section, Headquarters Client Support Service, Division of Administration, Department of Operational Support. The Human Resources Assistant will report to the Human Resources Officer and Chief of Section. In line with the Secretary-General’s management reform report effective 01 January 2019 DOS will focus on operations, services, transactions and surge support to entities in weak environments. It will service and support the entire Secretariat at Headquarters, the regional commissions and offices away from Headquarters and in the field.

Responsibilities

Within limits of delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and placement • Processes applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, arranging for interviews, and entering data on candidates into the automated roster. • 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. • Assists in the evaluation and screening of applications of candidates for related categories positions. • Maintains vacancy announcement files and tracks status of vacancy announcements. • Coordinates with Executive Offices, conducts inductions with new staff members and briefs them on HR entitlements, duties and obligations and selected candidates on travel arrangements, visa matters and shipment of personal effects. • Prepares agenda and provides relevant documentation required for recruitment related meetings. • Prepares personnel actions in UMOJA. • Coordinates with the Personnel Records Unit the request of the official status files of staff members and ensures that all relevant documentation is kept on file. • Maintain up-to-date records of staff in Inspira and Umoja ERP tools, produce monitoring reports, take necessary follow-up actions. Administration of entitlements • Process personnel actions in UMOJA as related to the administration of entitlements to staff. • Maintains Umoja entitlements reference tables. • Assists in the review and processing of data pertaining to conditions of service. • Participate in Umoja testing and training activities, streamlining and implementation of additional modules and functionality, as required. Staff development and career support training • Assists in the organization and conduct of training courses and workshops and participates in Umoja testing and training activities, streamlining and implementation of additional modules and functionality, as required. • Provides logistics and administrative support to trainers. General • Provides general office support services; drafts and/or processes a variety of correspondence and other communications. • Sets up and maintains reference files/records (electronic and paper). • Schedules appointments/meetings, monitors deadlines, etc. • Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. • Maintains automated database containing HR related statistics and prepares periodic reports. • Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices. • Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.). • May provide guidance/training to less experienced staff. • Performs other duties as required.

Competencies

• Professionalism: Knowledge of the human resources policies, procedures and practices and ability to 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 areas of work. • 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years of progressively responsible experience in human resources management, administration or related area is required. The minimum years of relevant experience is reduced to three 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 working with a recruitment module/electronic talent management system such as inspira, Oracle People Soft or similar applications is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in 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 a competency-based interview.

Special Notice

• Appointment or assignment against this position is for an initial period of one year. • 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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.