Human Resources Assistant

Volunteering Admin Human Resources Communications & PR

Overview

Support HR processes and administration in compliance with UN Women policies.

You have:

• Experience in human resources or other relevant office administration, preferably with UN Women.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud.
• Strong knowledge of HR administration, processes, and policies.
• Excellent oral and written skills; excellent drafting, formulation, and reporting skills.
• Ability to handle information of a confidential nature.
• Solid computer literacy, including proficiency in Microsoft Office applications.
• Knowledge of another official UN language (French, Arabic, Chinese, Russian or Spanish) is desirable.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Under the overall supervision of the Regional Human Resources (HR) Business Partner and the daily technical guidance of the Human Resources (HR) Associate, the Human Resource (HR) Assistant is responsible for administratively and logistically supporting the recruitment and placement, administration of benefits and entitlements of staff and local external contractors, other HR administration issues and separation of personnel.

1. Implement HR strategies and policies in RO in full compliance with UN Women rules, regulations, and HR policies and guidelines: • Provide general, standard information to staff and non-staff on HR strategies, rules and regulations. • Participate in identifying ways in which the administrative needs can be met within existing policies; interpret processes and procedures, anticipate and manage operational requirements. • Prepare written response to queries concerning HR related matters.

2. Provide support in HR administrative to RO and COs in full compliance with UN Women rules, regulations, and HR policies and guidelines: • Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications; maintain files/records, monitor deadlines. • Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements, and liaise with Operations Unit on renewal of UNLPs and visas. • Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Quantum system. • Facilitate support in responses to audit findings and recommendations. • Collaborate in leave management, and record management. • Collaborate in payment and administer entitlements for staff and non-staff as delegated; validate and coordinate local payroll and related issues as delegated. • Participate in staff separation process. • Create/update entries of Consultants, PO and Receipts in Quantum system.

3. Coordinate recruitment processes in full compliance with UN Women rules, regulations, and HR policies and guidelines: • Draft job descriptions and vacancy announcements; assist in reviewing and processing requests for classification. • Screen candidates and facilitate and participate in interview panels as necessary. • Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB). • Collaborate in position establishment, and assure that action is completed. • Provide regular recruitment status reports. • Provide advice to on recruitment when necessary.

4. Provide administrative support in staff and non-staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines: • Support in monitoring performance appraisal and mandatory training compliance in the Region. • Support in development of RO and CO learning plans and individual learning plans in consultation with the Learning & Development Coordinator.

5. Maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines: • Maintain and update internal database and files on administrative HR matters in a confidential and secure manner. • Generate a variety of standard and non-standard statistical and other reports from various databases. • Collaborate in position management in Quantum system (update of CoA information, setting up Consultants).

6. Facilitate knowledge building and knowledge sharing globally: • Coordinate in organizing training courses, workshops, information sessions, orientations and consultations for staff and non-staff. • Provide a synthesis of lessons learnt and best practices in HR administration.

7. Perform other duties as required.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: - Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day, 5th of December). - Be acquainted with and build on traditional and/or local forms of volunteerism in the host country. - Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities (for instance at https://vra.unv.org), - Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc. - Assist with the UNV Buddy Programme for newly arrived UN Volunteers. - Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Core Values: • Respect for Diversity • Integrity • Professionalism

Core Competencies: • Awareness and Sensitivity Regarding Gender Issues • Accountability • Creative Problem Solving • Effective Communication • Inclusive Collaboration • Stakeholder Engagement • Leading by Example

• Experience in human resources, or other relevant office administration; experience with UN Women is an asset, as is experience working in the UN or other international development organization. • Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable. • Strong knowledge of HR administration, processes and policies is an asset. • Ability to administer and execute administrative processes and policies. • Ability to handle information of a confidential nature. • Ability to provide input to business processes re-engineering, implementation of new systems. • Excellent oral and written skills; excellent drafting, formulation, reporting skills. • Accuracy and professionalism in document production and editing. • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development. • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. • Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), e-mail, and internet; familiarity with database management; and office technology equipment. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Sound security awareness. • Have affinity with or interest in Gender Equality, volunteerism as a mechanism for durable development, and the UN system. • Knowledge of another official UN language (French, Arabic, Chinese, Russian or Spanish) is desirable.

The UN Volunteer will be based in Istanbul (centre in European Side) with full time engagement and responsible for arranging her/his own housing and other living essentials. The full entitlements at the duty station: https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service: https://explore.unv.org/cos

Summary of National UN Volunteer (Specialist) Entitlements: (paid in local currency) • Current Monthly Living Allowance (MLA) is USD 1,360 (paid in Turkish Lira) • Private insurance: Health, dental, life and dismemberment (coverage by CIGNA) As per UN’s diplomatic mission status, it is not included in National Security Institution’s (SGK) system but can be only initiated on private basis. • Entry allowance: USD 400 •Exit allowance: USD 113 per month and upon the satisfactory completion of assignment • Annual leave: 2.5 days accrued per calendar month • Free access to different learning platforms and UN & UNV network

Notes: 1) The allowances are in no way to be understood as a compensation, reward or salary in exchange for the volunteer work. 2) It's important to note that UNV assignments are volunteer assignments, not employment.

The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment, and contractual type and category, the payment of allowances will begin from the date of Commencement of Service For more information on entitlements please read the Condition of Service (https://explore.unv.org/cos).

Website of United Nations Volunteers (UNV): https://www.unv.org

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org