Human Resources Assistant

Mid Senior Human Resources

Overview

Assist in human resources management and records administration.

You have:

• High school diploma or equivalent is required.
• A minimum of five years of experience in human resources management, administrative services or related area is required.
• Fluency in English is required.
• Experience working with Microsoft Excel is desirable.
• Experience using MS SharePoint, OneDrive, DropBox, Google Drive, Trello, Jira or similar platforms is desirable.
• Experience in drafting correspondence is desirable.
• Experience in researching human resources issues is desirable.

Contract

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 The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

The Human Resources Services Division (HRSD) provides dedicated services in support of human resources requirements of client entities, from process development through service delivery. The Division establishes and manages rosters across all job families, organizes testing and examinations, provides operational support and other advisory service for clients for the full spectrum of their delegated authorities, and supports managers and business partners in the use of non-staff personnel.

The Operational Support and Advisory Service (OSAS) serves as an enabling partner to support clients in fulfilling their mandates. The key services include: guidance to entities on the proper exercise of delegated authorities; advice on the application of human resources policies and procedures; advice to managers related to formal and informal conflict resolution; input/feedback to the development and/or improvement of simplified policies and procedures; support to clients in developing, formulating and implementing customized entity specific HR strategies and plans; and support to clients and shared services in the achievement of their human resources management targets and objectives.

The Client Relations and Specialized Advisory Services Section (CRSAS) serves as the primary entry point for client entities seeking human resources advice, provides specialized advice in the prevention and resolution of conflict including cases in the system of administration of justice (mainly at the MEU and pre-MEU stages) and maintains the personnel records of New York and international field staff.

The Personnel Records Management Unit (PRMU) is responsible for maintaining Official Status Files of New York-administered and international field staff.

This position is located in the Personnel Records Management Unit (PRMU) of the Client Relations and Specialized Advisory Section (CRSAS), Operational Support and Advisory Service (OSAS), Human Resources Services Division (HRSD), Office of Support Operations (OSO), Department of Operational Support (DOS). The incumbent will report to the Chief of the Personnel Records Management Unit or to another designated official within the area of responsibility.

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

Records Management - Maintains Section’s paper-based and electronic filing system by creating new folders, applying established procedures for retention and disposition. - Participates in records management process improvement projects, including transfer of paper-based personnel files to the UN archives for storage. - Assists in accessioning, packaging, description, and file census exercises. - Conducts research for information and evidence in the recordkeeping system, as requested. - Provides relevant support, including demonstrations, to users of recordkeeping systems.

Recruitment and placement - Processes applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, arranging for interviews, and entering data on candidates into the automated roster. - Assists in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments. - Assists in the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions. - Maintains vacancy announcement files and tracks status of vacancy announcements. - Coordinates with Executive Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects. - Prepares agenda and provides relevant documentation required for recruitment related meetings.

General - Provides general office support services; drafts and/or processes a variety of correspondence and other communications. - Sets up and maintains reference files/records (electronic and paper). - Schedules appointments/meetings, monitors deadlines, etc. - Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. - Maintains automated database containing HR related statistics and prepares periodic reports. - Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices. - Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.). - May provide guidance/training to less experienced staff. - Performs other duties as required.

Competencies - PROFESSIONALISM: Knowledge of human resources policies, procedures and practices, and ability to apply them in an organizational setting; ability to use reporting and data management tools; demonstrated ability to use initiative, make appropriate linkages in work requirements and anticipate 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.

• 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.

• 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.

  Education High school diploma or equivalent is required.

  Work Experience A minimum of five years of experience in human resources management, administrative services or related area is required.

  Experience working with Microsoft Excel is desirable.

  Experience in MS SharePoint, OneDrive, DropBox, Google Drive, Trello, Jira or similar knowledge sharing platforms is desirable.

  Experience in drafting correspondence is desirable.

  Experience in researching human resources issues is desirable.

  Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of other United Nations official languages is desirable.

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

  Special Notice The appointment or assignment and renewal are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. If the selected candidate/staff member does not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities.

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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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.

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.

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: careers.un.org