Org. Setting and Reporting

This position is located within the Human Resources Section. The Human Resources Assistant will be based in Kinshasa. The incumbent reports to the Head of Organizational Management Unit.

Responsibilities

Within the limits of the delegated authority, the Human Resources Assistant will work with the front office of the CHRO in the Travel and Visa Unit and will be responsible for the following duties: • Provides technical guidance on all travel category in line with the Service Level Agreement and Mission’s authorities. Implement SOFA regarding the entry visa exemption in the Democratic Republic of Congo (DRC). • Organizes departure and pick-up of newly arrived staff to and from the airport. • Communicate key changes to clients and all stakeholders without delay. • Assists new arrival with check-in formalities at the hotel. • Coordinates visas for staff members, contractors and dependents in family duty stations. • Liaises with Embassies to seek visas for official visits. • Pick-up staff members to and from the airport or their residences when departing or arriving at the airport. • Ensures timely processing for the issuance and renewals of re-entry visa for staff members and their dependents, extensions of entry visa for International ICs and consultants, and the issuance of entry visas for meeting participants. • Monitors and follow up delays with the relevant host government department(s). • Draft routine correspondances, notes verbales, • Liaise with airport and port immigration authorities and custom officials to facilitate entry of all MONUSCO staff and official visitors. • Organizes transport to and from the airport for all MONUSCO staff on transit to and from the airport. • Assists staff with tracking, retrieving lost luggage and submitting claims for passengers. • Assists with obtaining documents for immigration formalities before travelling outside DRC. • Processes Go-Passes for all staff and dependents. • Maintain Go-pass, LOA, Visa internal information systems, including constant update and generation of information and reports for use by management. • Prepares HR related/statistical reports for all categories of clients served. • Propose and develop reporting templates based on new or ad hoc information requirements for HRS and the Mission. • Draft BI reports and presentations to internal and external audience. • Advises on the development, modification and implementation of travel policies and practices • Receives and reviews grievances and complaints related to travel and airport courtesies, assessing and evaluating merit of each case and makes recommendation for resolution. • Monitors and evaluates the effectiveness of related guidelines, HR rules, regulations practices and procedures, and recommends revisions where necessary. • Assist with the development of a communication strategy with a dedicated intranet page on visa and travel issues and regular formal and informal meetings. • Advises and counsels staff in respect of rights, responsibilities, code of conduct and difficulties associated with visa and travel. • Performs any other duties assigned.

Competencies

Professionalism 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. 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 product or services to client.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Valid driving license is required.

Work Experience

A minimum of five (5) years of progressively responsible experience in human resources management, administrative services or related area is required. Experience dealing with travel/visas and immigration services is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in French is required; and ‘knowledge’ of English is [‘desirable’ or ’an advantage’]. Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice

This position is temporarily available until available (until 30 June 2025). 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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. 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. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.