Human Resources Assistant (Social Security)

Organizational Setting

CSHS coordinates and provides advice and information on pension, social security and insurance schemes and provisions for FAO. It administers the United Nations Joint Staff Pension Fund (UNJSPF) on behalf of FAO current and former staff members, investigates requests for recognition of accidents/illnesses as Service-Incurred, administers related compensation benefits and manages medical and other insurance plans offered to FAO staff, consultants and other non-staff and retirees.

Main Purpose

The Human Resources Assistant performs a large variety of routine functions in support of human resources transactions. He/ she assists providing guidance and advice in the application of policies, rules and procedures and supports sound human resources practice

Supervision Received/Exercised

The Human Resources Assistant reports to and receives guidance from the Human Resources Officer, Head of Social Security He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning

Working Relationships

The Human Resources Assistant interacts with a variety of colleagues within the work unit and with immediate clients, supporting the effective and efficient delivery of human resources services.

Key Functions/Results

• Review, answer and follow-up on standard requests, enquiries and claims regarding human resources matters; • provide readily available information from office files and databases; • Assemble and review supporting documentation for processing various human resources actions relating to recruitment, staffing, organizational design, staff development and learning, policy and/or social security; • Assist in the recruitment process of all categories of staff and non-staff including the preparation of vacancy announcements; communicate with applicants and prepare offers/terms of employment; • Assist supervisor(s) in monitoring the contractual status of staff on various appointments; assist in the timely preparation and issuance of contract renewals and personnel action forms; • Check and maintain attendance records, leave reports, DSA forms and other documentation and reports for staff and non-staff; • Maintain personnel and/or position management files for staff, ensuring all documentation is complete; maintain and update confidential information and documents, and ensure relevant documents are kept in their respective files; • Search for, retrieve, compile, assemble and archive a variety of human resources statistical data from questionnaires, publications, surveys, research projects, websites, reports, databases, etc, for internal and external use as required; • Draft routine correspondence; assist in the preparation of administrative reports; assist with briefings and debriefings; take notes at meetings; • Perform other duties as required.

Impact Of Work

The incumbent's work impacts on the timely and efficient delivery of human resources services and on the overall output of the work unit.

______________________________________________________________________________________________________ CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education Experience: Three years of relevant experience in administrative and/ or human resources support work Languages: Working knowledge (proficient - level C) of English and limited knowledge (intermediate - level B) of another official language of the Organization (Arabic, Chinese, French, Russian or Spanish). IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

• Results Focus • Team Work • Communication • Building effective relationships • Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of relevant corporate human resources policies and procedures • Good knowledge of corporate computerized administrative systems • Good knowledge of the communication and documentation standards

Desirable Qualifications And Skills

Experience and knowledge of human resources management mainly in areas of social security and pension benefits administration • Good knowledge of Financial Regulations - Rules, Administrative Rules and United Nations Joint Pension Fund Regulations, Staff Pension Committee Review process in Social Security • Demonstrated experience in the application of the Administrative Rules of UN system organizations or equivalent large scale international organizations. • Ability to handle and document confidential and strictly confidential information appropriately. • Experience in providing administrative support to the Secretary of SPC in coordinating the SPC elections. • Experience in providing assistance in budgeting, financial reporting and monitoring.