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 Human Resources Unit of the Executive Office serving the Departments of Political and Peacebuilding Affairs (DPPA) and Peace Operations (DPO). The position reports to the Human Resources Officer.

The Executive Office is part of the Office for Coordination and Shared Services which enables, directs and coordinates departmental efforts to ensure the effective integration and management of both Departments.

The Department of Peace Operations (DPO) serves as a center of excellence for peace operations, responsible for preventing, responding to and managing conflict and sustaining peace in countries where peace operations under its purview are deployed, and provides support to other entities on peace and security issues.

The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.

Responsibilities

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

• Processes, monitor and follow-up on actions related to the administration of human resource activities, including recruitment of staff, promotion, transfers, assignment, special post allowance, extension of contract, separation, performance appraisal, etc. • Responds to inquiries, provides information and advice to staff regarding entitlements, conditions of service, duties and responsibilities under the Staff Rules and Regulations and related administrative procedures; monitor and maintain attendance records of staff members • Reviews monthly staffing tables and monthly payroll lock reports for corrective actions as necessary; liaises with clients and prepare travel requests for on-boarding travel for staff. • Participates in the selection of candidates for secretarial, clerical and related category positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-lists of candidates. • Assists in the filling of posts for all categories, 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. • Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements. • Reviews and processes requests for entitlements and claims. • Conducts induction and exit interviews for incoming and 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; performs budget preparation, input monitoring and implementation in Umoja, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc. • Prepares written response to queries concerning HR related matters. • 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 use of initiative and makes appropriate linkages in work requirements and anticipates 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.

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.

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 diploma or equivalent is required.

Job - Specific Qualification

Having the UNHQ HR Partner certification is desirable.

Work Experience

A minimum of seven years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher.

Experience in the administration of benefits and entitlements, contracts and travel, in the role of HR Assistant in the UN system over the last two years is required.

Experience in the administration of staff selection processes and offer management in the role of HR Assistant in the UN system over the last two years is required.

Experience in approving HR transactions in UMOJA in the role of HR Partner is required.

Experience in using HR management tool such as Nova is desired.

Experience in an Executive Office or similar front office environment in the UN system in the role of HR Assistant is desired.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both oral and written English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

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.

This post is financed by the UN Regular Budget for an initial period of one year. The appointment or assignment and renewal thereof are subject to availability of funds.

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.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

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.