ADMINISTRATIVE ASSISTANT - HUMAN RESOURCES ASSISTANT
Application deadline in 9 days: Sunday 5 Feb 2023 at 23:59 UTCOpen application form
This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.
Org. Setting and Reporting This position is located in the Leadership Support Section (LSS), Office of the Director for Coordination and Shared Services (ODCSS)/Departments of Political and Peacebuilding Affairs and Peace Operations. This position reports to the Senior Human Resources Assistant and the Chief of the Leadership Support Section.
The Leadership Support Section (LSS) was established to support the identification and appointment of high-quality leadership in UN-field based operations. LSS supports the Departments of Political and Peacebuilding Affairs, Peace Operations and Operational Support in vacancy management, succession planning, selection and appointment, as well as to other stages of the leadership life-cycle. The Section is also responsible for outreach and partnership-building in order to expand the pool of potential candidates for these high-level positions. ODCSS enables, directs and coordinates departmental efforts to ensure the effective integration and management of both Departments.
The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.
The Department of Peace Operations (DPO) serves as a center of excellence for peace operations, responsible for preventing, responding to and managing conflict and sustaining peace in countries where peace operations under its purview are deployed, and provides support to other entities on peace and security issues.
Responsibilities Under the overall supervision of the Chief of Section, within delegated authority, the Human Resources Assistant will be responsible for the following duties and responsibilities:
General - Provides general office support services; drafts and/or processes a variety of correspondence and other communications. - Sets up and maintains reference files/records. - Schedules appointments/meetings, secures meeting venue, monitors deadlines, etc. - Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. - Assists in maintenance of the Salesforce Senior Leadership database and prepares periodic reports. - Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, travel arrangements for the section, administrative support to the Chief of the Section, etc.). - May provide guidance/training to less experienced staff. - Performs the functions of the G-6 Senior Human Resources Assistant, in his/her absence.
Recruitment and placement - Supports the section in managing and updating leadership data and assists in leadership recruitment, including preparing preliminary shortlists for eventual consideration by senior management, ensuring the completion of the pre-recruitment formalities, including setting up meetings with selected candidates, calculating and providing information on salary and benefits and verifying candidates' personal and contractual information using Umoja. - Prepares meeting agenda and other relevant documents for recruitment related meetings. - Assists in the screening and evaluation of candidate applications for the section's staff and non-staff category positions. - Supports the recruitment of contractors and individual consultants (C/ICs) by liaising with Executive Office counterparts, raising shopping carts, issuing contracts and ensuring timely payments are made to C/ICs for services rendered. - Reviews nominations of candidates at the ASG level and above submitted by Member States, offices in the UN Common system Regional/International Organizations, including preparing and maintaining case files for candidates, arranging interviews, and entering data on candidates into the leadership database. - Assists in clearing appointment and extensions notes for staff at the D-2 and above level in the field missions. - Coordinates with Executive Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects. - Advises staff on visa matters.
Staff development and career support training - Maintains Human Resources related statistics and prepares periodic reports including providing support to various senior leadership training activities, - Provides logistics and administrative support to trainers. - Performs other duties as required.
Work implies frequent interaction with the following: Human resources and administrative officers and staff in Headquarters and missions. Staff from other UN departments, offices and agencies Experienced and Senior external candidates.
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 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 is required.
Work Experience A minimum of five (5) years of experience in administrative services, human resources management or related area is required.
Experience in Enterprise Resource Planning (ERP) software such as Umoja is required.
Experience in the implementation of the United Nations common system, or other similar international organization's human resource policies, procedures and practice is desirable.
Experience in Customer Relationship Mangement tools such as Salesforce is desirable.
Experience working with senior leadership located in field-based operations 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 French is desirable. 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 a competency-based-interview.
Special Notice - This position is temporarily available until 18 July 2023. 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.
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.
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.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
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.
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.