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. The Human Resources Operations team works closely with the Executive Offices and the HR Services Division in the Department of Operational Support. The team processes onboarding, separations and complex entitlements (such as education grant, dependency and rental subsidy) for all New York-based staff.

Responsibilities

Within limits of delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and placement: • Processes the on boarding of new staff through the Talent Management system or Inspira. • Participates in the selection of candidates for General Service and Related Categories positions; including follow up on the status of recruitment related actions through the Talent Management system or Inspira and coordinate with relevant parties, selected candidates on visa matters, travel and shipment arrangements. • Assists in the filling of posts for all categories, 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 organizing and coordinating competitive recruitment examinations. • Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements. • Reviews and processes personnel actions through UMOJA. • Advises staff on visa matters and on onboarding. Administration of entitlements: • Reviews and processes requests for entitlements and claims such as rental subsidy, education grant, dependency allowance and annual declaration on dependency benefits. • Answers queries covering a range of human resources services from staff of assigned organizational units or from selected candidates regarding Staff Regulations and Rules, administrative instructions and policies; Staff development and career support training: • Assists in the organization and conduct of training courses and workshops. • Provides logistics and administrative support to trainers. Classification: • Assists in reviewing and processing requests for classification. • Provides advice and answers general queries on classification procedures and processes. General: • Conducts exit interviews and entitlement clearances for separating staff and assists him/her in final arrangements. • Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports. • Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. • 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 and paper); 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. • 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. • 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

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 (5) for candidates who possess a first-level university degree or higher. Experience in the implementation of the United Nations common system, or other similar international organization’s human resources policies, procedures and practice is desirable. Experience in administration of staff entitlements and benefits using an Enterprise Resource Planning (ERP) systems such as SAP (UMOJA) or equivalent 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.