HUMAN RESOURCES ASSISTANT
Application deadline 2 years ago: Sunday 4 Oct 2020 at 23:59 UTCOpen application form
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 The United Nations Global Service Centre (UNGSC) provides critical logistics, geospatial,information and telecommunications technologies services as well as training to Peacekeeping and Special Political Missions around the world. For further information, please visit www.ungsc.org.
This position is located at the Human Resources Unit within Central Service at UNGSC in Brindisi, Italy. The incumbent of the post is under the direct supervision of the Chief of Human Resources.
Responsibilities Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
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. - Prepares recruitment status reports for use by management.
Administration of entitlements
- Provides advice, guidance and information to staff and management on interpretation, application and implementation of HR policies, procedures and rules.
- Reviews and processes data pertaining to conditions of service.
- Interprets, explains, and administers entitlements and benefits, in line with conditions of service, staff rules and regulations.
- Reviews and processes requests for entitlements and exceptions to the Staff Rules and Regulations concerning travel and other entitlements.
- Monitors issues on conditions of service of staff and advises the supervisor of any developments.
- Coordinates the submission of requests for Special Post Allowance (SPA) to the SPA Panel and acts as ex-officio for the SPA Panel.
- Assists in the preparation of information circulars for HR related issues.
Planning and Budget
- Supports the Office's planning process throughout the 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 and ensures that data and actions asked for in the guidelines on budget reviews are provided by HR assistants and sections for review and reflection in the budget draft.
- Provides assistance and recommendations to the sections on job classification procedures and the preparation of classification documentation including Job Descriptions and org charts.
- Ensures that management of posts is conducted in line with established standard procedures, and processes related transactions in Umoja.
- 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 Umoja in line with the authorized staffing table; prepares monthly reports on staffing compliments and post incumbency.
Others - Researches on matters related to the administration of justice and provides inputs and information for formulation of the Office's response to applications of staff to the Management Evaluation Unit (MEU) or the United Nations Dispute Tribunal (UNDT). - Assists in preparing policy papers, position papers and briefing notes on issues related to human resources management matters. - Keeps abreast of developments in various areas of human resources. - Performs other duties as may be assigned.
Competencies •Professionalism: Knowledge of Human Resources staff rules and regulations and processes. Ability to manage and maintain accurate records and database, interpret/analyze a wide variety of Human Resources data, and identify/resolve data discrepancies and activity problems. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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. •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 audience; demonstrates openness in sharing information and keeping people informed. •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 or equivalent diploma is required.
Technical or Vocational Certificate, or training in human resources management, business or public administration, social sciences, education or related field experience is required.
Work Experience At least eight (8) years of progressively responsible experience in the field of human resources management, administration or related area is required. Experience in managing large staffing tables and position management is required. Experience in using Enterprise Resource Management (ERP) systems, such as Umoja, particularly in organization management is required. Experience in the preparation of human resources statistical reports is required. Experience in using e-staffing management tools, such as Inspira, is required. Experience in the preparation of Job Description documents is desirable Experience in performance management is desirable.
Languages English and French are the working languages of the United Nations Secretariat. For the advertised post, fluency in English, both oral and written is required; Knowledge of another UN official language is desirable.
Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice - This position is temporarily available till 30 June 2021. 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.
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.