HR and Admin Assistant

Contract

This is a SC-2 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SC-2 contracts.

**OVERVIEW** ------------ Parent Sector : \[\[Education\]\] Duty Station: \[\[Hamburg\]\] Classification of duty station: \[\[B\]\] Standard Duration of Assignement : \[\[1 year\]\] Job Family: \[\[Administration\]\] Type of contract : \[\[Service Contract\]\] Level : \[\[2\]\] Duration of contract : \[\[1 year\]\] Recruitment open to : \[\[External\]\] Application Deadline (Midnight Paris Time) : \[\[10-03-2023\]\] UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall authority of the Director of the UNESCO Institute for Lifelong Learning and the supervision of the Finance & Administrative Officer ( AO), the incumbent will act as HR and Admin Assistant and contribute to the implementation of the programmes of the UNESCO Institute for Lifelong Learning. Long Description ---------------- HR Management - Manage SAP action on service contracts. - Assist AO in HR administrative matters. - Assist AO to draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database. - Retrieve and analyse HR-related data from automated systems. - Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures. - Provide assistance, and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to protocol cards, and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Foreign Office). - Assist AO in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation. - Make arrangements, assist and advise on shipping; liaise with customs. - Manage all international staff’s protocol Id card and United Nations Laissez-Passer ( UNLP) issues - Manage The Department of Safety and Security is a department of the United Nations ( UNDSS) information for all staff - Acts as Leave management focal for Service contract. Long Description ---------------- Finance Accountabilities - Carry out all invoice posting for all payment for UIL. - Acts as Back stop for Finance Assistant in Processing payments; check that documents are complete, correct, and compliant with the rules, regulations, and procedures. - Manage Fund Reservation. - Act as contract supervisor for ADM contracts within UNESCO approved ceiling. - Perform bank reconciliation. Other Admin Support - Act as alternate Fixed Asset focal. Maintain and monitor and transmit inventory records of non-expendable equipment. - Undertake any other task as requested by the Finance & Administrative Officer or the Director. Long Description ---------------- **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- EDUCATION - Completed University degree with major in Business Administration, Human Resource, or relevant field. WORK EXPERIENCE - Two (2) to five (5) years’ relevant experience in HR and administrational tasks. SKILLS/COMPETENCIES - You have a proven ability to work independently. - You have good communication and interpersonal skills. - You are proficient in modern office procedures, i.e., the MS Office package, a well-known database as well as Adobe Acrobat. LANGUAGES - You have excellent knowledge of English and German (written and spoken). **DESIRABLE QUALIFICATIONS** ---------------------------- SKILLS/COMPETENCIES - Knowledge in SAP R/3 would be an asset. - Knowledge of UNESCO norms, administrative procedures, and standard practices. LANGUAGES - Good command knowledge of French would be an asset. **BENEFITS AND ENTITLEMENTS** ----------------------------- **Rename the “BENEFITS AND ENTITLEMENTS****”** **title to “APPLICATION PROCESS****”****, and use additional sections if required to add other relevant information.** **Otherwise you can delete this section.** **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) No modifications can be made to the application submitted. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. **Footer** ---------- *UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ([last update here](https://en.unesco.org/careers/geographicaldistribution)) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.* *UNESCO does not charge a fee at any stage of the recruitment process.*