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

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. OSAS also oversees operational Umoja HR support functions, including managing the defining of new or enhanced business requirements supported by the Umoja system, system design, prioritizing enhancements, and facilitating process improvements. It also oversees various Umoja HR-related change management activities for areas under the HRSD Umoja mandate, such as ensuring robust communication and engagement with all stakeholders.

This position is located in the Operational Support and Advisory Service (OSAS), Human Resources Services Division (HRSD), Office of Support Operations (OSO), Department of Operational Support (DOS). The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to entities across the Secretariat, including departments, offices away from headquarters, peace operations, regional commissions and tribunals. 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 incumbent will primarily support OSAS and its clients in connection with HR systems, including the Official Status Files Management System and Umoja, and will report to a (Senior) Human Resources Officer or equivalent.

Responsibilities

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

Provides day-to-day support to client entities escalated through the tiered support model by: • Responding to service requests received by providing functional, substantive and technical support for Official Status Files Management System or Umoja related HR issues • Providing guidance to lower tiered support desks on the resolution of common and routine cases • Escalating significant system-related errors to higher tiered support desk

Contributes to change management, communication, and training activities related to operational and production support under a decentralized model by: • Identifying trends observed in service requests received and making recommendations to address errors • Liaising with other relevant stakeholders to develop appropriate solutions to recurring mistakes or issues • Making recommendations and helping to draft global communications related to support topics and various initiatives or exercises • Providing HR subject matter expertise, in cooperation with relevant offices, for the development of training activities and associated training materials • Participating in business process improvement initiatives aimed at streamlining and automating processes • Making recommendations for the simplification and development of new HR policies to support policy and system alignment • Reviewing pain points in business processes in particular related to the need for system changes • Participating in key activities related to new system functionality which may include reviewing and contributing to functional specifications, developing and/or executing test cases, and participating in coordination of testing efforts

Provides operational support for OSF and Umoja HR activities by: • Generating, maintaining, and distributing regular reports related to OSF Management System or Umoja HR as needed for ongoing operational activities • Generating operational reports identifying processing errors to flag for correction • Supporting annual operational activities under the mandate of the section such as annual declaration for dependency benefits or annual time statement, under the leadership of the project manager • Developing and producing ad hoc reports as needed

Supports HR system roles management by: • Maintaining reference materials related to role definitions • Evaluating and making recommendations for the creation of new roles or modifying existing roles • Performing global role and user access provisioning for non-UNHQ entities • Reviewing requests to delegate HR functional approver roles • Updating the relevant user access system

Competencies

• PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrated ability to use initiatives, 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.

• CREATIVITY: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

• TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in human resources management, information management, administrative services or related area is required.

Experience in supporting clients on their use of an Enterprise Resource Planning (ERP) system such as SAP (Umoja) is desirable.

Experience contributing to business process improvement initiatives is desirable.

Experience utilizing reporting tools such as Microsoft Power BI or other similar applications is desirable.

Experience supporting large, complex human resources projects in the United Nations or a similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Assessment

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

Special Notice

• Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

• Appointment or assignment against this position is for an initial period of one year and any extension will be subject to the availability of the post or funds, budgetary approval, or extension of the mandate.

• 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.

• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

• 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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.