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 Senior Human Resources Assistant reports to the Chief of Section.

Responsibilities

Within delegated authority, the Senior Human Resources Assistant will be responsible for the following duties: Recruitment and placement • Participates in the onboarding of candidates by generating and reviewing their Offer of Appointment, determining applicable travel and relocation entitlements. • Monitors applicable clearance formalities for onboarding, including initiating and following up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, determining salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments. • Reviews and processes personnel actions through Umoja tool. • Compiles and analyzes recruitment data, tracking key performance indicators such as onboarding timelines, vacancy rates, and processing efficiency to support process improvement initiatives. • Advises staff on visa matters. Administration of entitlements • Monitors and processes staff members’ claims for entitlements and benefits, requests to change personal and marital status, request to add a new family member and other. • Contributes to the maintenance of Umoja entitlements and benefits reference tables. • Reviews and submits staff members’ requests for exceptions to the Staff Rules and Regulations concerning various entitlements and related administrative procedures to the appropriate authority, according to the establish DoA framework. • Monitors issues on conditions of service of staff and advises staff and other stakeholders of any developments. • Tracks and maintains records of entitlements and benefits transactions, generating reports to analyze trends and identify potential areas for process improvement. • Contributes to developing HR dashboards to provide real-time insights into key HR processes, including onboarding, separation, entitlements, benefits administration, and compliance metrics. • Uses HR dashboards and data analytics on daily basis to monitor performance and KPIs in delivering HR services. Staff development and career support training • Assists in the development and delivery of a new HR Partner training and mentoring programme. Acts as a Mentor to a new HR Partner, when required. • Assists in the organization and conduct of briefing sessions for staff on onboarding and separation processes and requirements, as well as administration of entitlements and benefits. General • Supervises a team of HR Partners for administration of entitlements and benefits, including data analytics, monitoring and reporting. • Builds awareness of analytics solutions and best practices to foster the creation of a data-driven culture, related competencies and data literacy for HR Partners. • Supervises the maintenance of automated databases and the centralized reference and filing systems, i.e. SharePoint. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information materials such as web pages and dashboards. • Conducts research on precedents, requests for policy rulings and review for exceptions. • Supervises compilation and preparation of statistical reports on HR related issues. • Provides general support to the Chief of Section, processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications. • Maintains files and records in SharePoint schedules appointments/meetings, monitors deadlines, etc. • Prepares written response to third party queries concerning HR related matters. • Trains and mentors 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to perform analysis, modeling and interpretation of data in support of decision-making. Able to perform analysis, modeling, and interpretation of HR data in support of decision-making. 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. Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Demonstrates proficiency in HR information systems and data analytics, including dashboard creation, using tools such as Excel and Power BI or similar.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of ten years of progressively responsible experience in human resources management, administrative services or related area is required. Experience in administration of a broad range of entitlements and benefits using an organizational policy framework and an Enterprise Resources Planning system (ERP), such as Umoja (SAP) or similar, is required. Experience in analysis, modeling, reporting and interpretation of data in support of decision-making is desirable. Experience in creating dashboards using tools such as Power BI or similar is desirable. Experience with the United Nations System or similar international Organizations is desirable. Supervisory experience 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 an desirable.

Assessment

Not available.

Special Notice

• Appointment or assignment against this position is for an initial period of one year. • 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.