HUMAN RESOURCES ASSISTANT

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting This position is located in the Administration Unit at the ECLAC Subregional Headquarters for the Caribbean, located in Port-of-Spain, Trinidad and Tobago, and covers 26 member countries and territories of the Caribbean.

The Economic Commission for Latin America and the Caribbean, which is headquartered in Santiago, Chile, is one of the five commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region’s economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. The Commission also functions as a centre of excellence and a forum for dialogue among the region’s countries and stakeholders. Please visit our website at www.eclac.org for further information.

Responsibilities Under the direct supervision of the Administrative officer the Human Resources Assistant will be responsible for the following duties

RECRUITMENT, PLACEMENT AND SEPARATION:

• Assists HQ in following up with Hiring Managers recruitment of staff, maintaining files for posts and monitoring status, assists in arranging interviews, preparing agenda for interviews, and recruitment related meetings, contacting candidates, etc.
• Maintains vacancy announcement files, and tracks status of vacancies.
• Upon selection of candidates, processes onboarding and sets up files for new candidates, including initiating in the onboarding of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, medical clearance, requesting for index numbers, requesting for email addresses, requesting for ERP or umoja roles, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Monitors and prepares necessary action in Umoja for a variety of human resources activities, appointments, separation of staff upon transfer, resignation, promotion, retirement, expiration/extension of appointments, other movement of staff, etc. initiates separation action in Umoja for processing
• 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.
• Provides advice and answers general queries to staff/consultants/individual contractors with respect to conditions of service, duties and responsibilities, and privileges and entitlements under Staff Rules and Regulations.
• Forward contract documents to consultants and individual contractors, complete Service Entry Sheets when required for payment, create mini-master data for non-staff as required,
• Liaises with Government Protocol office and advises staff on visa, work permit, diplomatic ID cards, notification of arrival/departure of staff,

Administration of entitlements - Reviews and processes requests for entitlements and claims installation grant, repatriation grant travel, for extension of temporary/fixed appointments, salary increase, long-service step, promotion, Special Post Allowance (SPA), language allowance, education grant, dependency allowances, HR travel, Entitlement travel, Residential Security allowances as required, and all other off-cycle payments in umoja. - Maintains umoja entitlements reference tables and HR policy documents. - Assists in the reviewing a processing of data pertaining to conditions of service. - Processes requests and prepares contracts for individual contractors and consultants

Staff development and career support training - Assists in the organization and conducts of training courses and workshops. - Provides logistics and administrative support to trainers. - Supports coordination of Language Proficiency Examinations (LPE), G to P, for ECLAC as test centre for UN official examinations - Monitors and follows up with staff on mandatory training and ensures full compliance. - Trains new staff in the unit. - Supervises junior staff in the unit (OJTs and interns).

Classification - Assists in reviewing and processing requests for classification. - Provides advice and answers general queries on classification procedures and processes.

General - Manages dedicated service desk for all former, separated, retired, staff and provides as required, job reference letters, service certificates of employment, letters for tax exemption related to ECLAC employment, guidance on online platforms for certificates of entitlements in pension, online platform for submission of medical claims, general assistance on former employment data, maintains database email of former staff and circulates relevant information as required - Conducts exit interviews 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;; sets up and maintains files/records (electronic and paper); - Prepares written response to queries concerning HR related matters. - Responsible for monitoring and advising and recording as necessary HR rules and policy on time and attendance for all staff, Special Leave Without pay SLWOP, jury duty, maternity leave, certified leave, teleworking, or other working arrangements - Assist staff in the interpretation of rules, regulations and instructions on human resources policy - 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 initiative makes appropriate linkages in work requirements and anticipates next steps. Shows pride in work and 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.

• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• 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.

NOTE: For positions in the General Service category, candidates are required to clearly indicate in their PHPs relevant information confirming completion of High School.

Work Experience At least seven years of progressively responsible experience in human resources management, administrative services or related area is required.

Experience in processing staff entitlements in UMOJA is desirable.

Experience in using UMOJA modules for HR Partners is desirable.

Experience in preparing and drafting Standard Operating Procedures for Human Resources 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 another official United Nations language is an advantage.

NOTE: ‘’Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand) and ‘’knowledge of" equals a rating of ‘’confident’’ in two of the four areas.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice- Appointment for positions in the General Service category is done on a local basis. Applicants shall be recruited in the country or within commuting distance of the office, irrespective of nationality and length of time the candidate may have been in the country. Applicants will be responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer. - A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. - A staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. - Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat. - The expression "Internal candidates", shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. - The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

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.