HUMAN RESOURCES ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting This position is located in the Human Resources Section of the United Nations Multidimensional Integrated Stabilization Mission in Central African Republic (MINUSCA) in Bangui. The incumbent will report to the Chief Human Resources Officer (CHRO).

Responsibilities Within the delegated authority, the Human Resources Assistant will be responsible for the following duties:

• Assists with the Calculation of airfare, excess baggage entitlements, terminal expenses, daily subsistence allowance for staff and dependents traveling on missions, etc; Provide information to staff and •Advises Uniformed Personnel on the most direct and economical routes and plan routings and official itineraries accordingly;
• Process UNLP and G-4 visa applications for the mission;
• Prepare amendments to existing obligation documents as and when required, - Ensures validity of budget allotment and object expenditure codes assigned;
• Review the information management system and ensure that no claim is duplicated and that arrangements are made to collect charges for any deviation from the authorized itinerary and shipment allowance in excess of entitlements; •Coordinates with the appropriate office for clarification or additional information and meet with officials from substantive offices or from troop contributing countries in order to discuss the details of particular claims and to explain the nature of problems, delays and backlogs;
  • Approves Travel requests in UMOJA for International staff travelling within Mission, Approve all travel requests in FSS for all UNV, National staff and uniformed personnel.
• Authorize and approve all MOP’s for all MINUSCA staff travelling with UN aircraft.

Recruitment and Staff Selection - Reviews job openings in consultation with hiring managers, ensuring that the evaluation criteria and responsibilities are in line with the approved or classified documents. - Assists with forecasting and identifying vacancies, preparing job openings, reviewing and screening of candidates. - Assists in conducting preliminary reviews, prepares and submits recruitment cases to (Field) Central Review Bodies. - Participates in the selection of candidates; including conducting roster searches for applicants and identifying short-lists of candidates, evaluating and screening applications, generating personal history profiles of candidates, facilitating the interview process and acting as ex-officio. - Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of prerecruitment formalities, calculating salaries and related benefits, preparing and dispatching offers of appointments and Statement of Emoluments. - Maintains job opening files, ensuring closure of job openings in HRIS upon completion of selection. - Prepares recruitment status reports for use by management.

Administration of entitlements and benefits

• Supervises and monitors the work of Human Resources Assistants at the lower level in carrying out all human resources transactions including but not limited to approving personnel actions in HRIS and related HR transactions and maintenance of staffing tables.
• Receives and reviews grievances and complaints related to entitlements and benefits, assessing and evaluating the merit of each case and making recommendations for resolution; Reviews and processes entitlements and benefits related actions, making appropriate recommendations where exception is required.
• Provides advice to staff as first point of contact regarding interpretation and application of policies, regulations and rules concerning conditions of service, entitlements and benefits.
• Administers and provides advice on salaries and related benefits and travel entitlements.
• Determines benefits and entitlements for staff on the basis of contractual status in line with Staff Rules and Regulations, preparing justifications for exceptions for review by the Chief Human Resources Officer before submission to the Headquarters;
• Inducts newly recruited staff members by briefing them on administrative formalities, conditions of service, entitlements and benefits.
• Approves personnel related actions in HRIS within authority delegated to the mission;
• Assists in resolving complex HR related issues and problems by conducting necessary research and fact finding, and preparing drafts and related documentation for review by the Supervisor.

Performance Management and Staff Development

• Provides support in advising managers and staff on performance management to ensure effectiveness, compliance and equity.
• Ensures compliance with the performance management system, including inputs to the Joint Monitoring Group and Rebuttal Panels in which he or she serves as ex officio member.
• Reviews complaints or grievances from staff on performance related matters and initiates actions to resolve them.
• Prepares monitoring reports on staff development and career support programmes.
• Assist in the development and tracking of career development programmes in liaison with the mission training focal points, the DFS Career Development Unit and the Field Career Development Officers.

Staff Development

• Provides support in advising managers and staff on performance management to ensure effectiveness, compliance and equity.
• Ensures compliance with the performance management system, including inputs to the Joint Monitoring Group and Rebuttal Panels in which he or she serves as ex officio member.
• Reviews complaints or grievances from staff on performance related matters and initiates actions to resolve them.
• Prepares monitoring reports on staff development and career support programmes.
• Assist in the development and tracking of career development programmes in liaison with the mission training focal points, the DFS Career Development Unit and the Field Career Development Officers.

Planning and Budget - Supports the mission planning process throughout the mission lifecycle by preparing documentation and data as well as initial reviews on staffing requirements and organizational structure. - Assists with reviewing recommendations resulting from staffing reviews and providing data that would translate them into staffing requirements for purpose of budget preparation. - Supports review of budget drafts of mission’s sections and ensures that data and actions asked for in the FPD guidelines on budget reviews are provided by HR assistants and mission sections for review and reflection in the budget draft. - Provides assistance and recommendations to the mission’s sections on job classification procedures and the preparation of classification documentation including Job Descriptions and org charts. - Assists with the monitoring of staffing related costs and expenditures in the HRIS in line with the funds. - Ensures that management of posts is conducted in line with established standard procedures, and processes related transactions such as fund commitment in the HRIS to meet any shortfalls. - Advises managers on loaning of posts between sections and movement of posts and staff between locations based on the Standard Operating Procedures, Staffing table and Post Management. - Updates staffing tables in HRIS systems in line with the authorized staffing table provided by FPD.

Others

Competencies Profesionalism: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Knowledge and expertise in all human resources IT systems UMOJA and inspira . 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.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

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 or equivalent diploma is required. Technical or Vocational Certificate and/or training in human resources management, business or public administration, social sciences, education or related field experience is a requirement.

Work Experience At least 8 years of progressively responsible experience in the field of human resources management, administration or related area. Experience in Human Resources Management and the use of HR-ICT systems such as Umoja is required Experience in administration of Travel and Shipping is required. Experience in international or multinational public institution is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and French (Oral and written ) is required.

Assessment Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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.

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.