Senior Human Resources Assistant

Human Resources

Overview

Assist in HR management and recruitment processes.

You have:

• 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
• Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization
• Strong communication, coordination, and collaboration skills
• High IT affinity and working experience of PeopleSoft/MSRP
• Additional UN language skills are desirable

Hardship Level

H (no hardship)Family Type

FamilyFamily Type

FamilyResidential location (if applicable)

Grade

GS5Staff Member / Affiliate Type

General ServiceReason

Regular > Regular AssignmentTarget Start Date

2025-10-01Deadline for Applications

August 1, 2025Standard Job Description

Senior Human Resources Assistant

Organizational Setting and Work Relationships Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR).

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties - Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff. - Process local staff members' contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures. - Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office. - Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations. - Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations - Assist with shipment of their personal effects in coordination with the logistics section. - Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency. - Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records. - Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs. - Initiate routine correspondence on HR matters for the authorizing officer's approval.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). - Perform other related duties as required.

Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education Not applicable

Certificates and/or Licenses Secretarial Administrative (Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience Essential Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.

Desirable Field experience with UNHCR and/or with other humanitarian organizations is an asset. High IT affinity and working experience of PeopleSoft/MSRP.

Functional Skills IT-Computer Literacy PG-Resource planning FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other) HR-PeopleSoft Human Capital Management UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) (Functional Skills marked with an asterisk* are essential)

Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

· The incumbent of the position is required to have a solid understanding of the various personnel lifecycles (regular and affiliate workforce), and in particular the flow in/outside Workday and Cloud ERP. · Strong communication, coordination, and collaboration skills · A service-oriented mindset focused on client satisfaction and continuous improvement · Additional UN language skills are desirable.

Additional information: Candidates must be legally present in Hungary at the time of application, recruitment and hire.

For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.

NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements

Remuneration: In case of appointment, a competitive compensation and benefits package is offered.

G5 - Salary range: NET 684,443 HUF - NET 801,631 HUF.

Benefits:

Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).

Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).

Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.

Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).Required languages (expected Overall ability is at least B2 level):

English,

,

Desired languages

,

,

Operational context

****Occupational Safety and Health Considerations:****

To view occupational health and safety considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Operational Context

As part of UNHCR’s commitment to organizational efficiency and effectiveness, and ongoing efforts to make the organization more flexible, agile and adapted to an evolving funding environment, the High Commissioner has endorsed the establishment of a new operating model for the delivery of administrative and resource management functions at Headquarters: the Headquarters Support Service (HQSS).

This shared platform will consolidate resource management functions servicing Headquarters Divisions and Entities across Geneva, Copenhagen, and Budapest in a streamlined, integrated model.

HQSS will be led by a P5 Head of Service, based in the Global Service Center in Budapest, with small satellite teams in Geneva and Copenhagen. It will centralize transactional and routine support services across key enabling functions, including general administration, finance, procurement, human resource management, ICT support, programme management, and project control. The aim is to improve service coherence and quality, standardize processes, and generate material efficiency gains by reallocating resources toward more strategic and value-adding work in Headquarters Divisions and Entities.

HQSS will consist of approximately 35 personnel, organized into three functional units: the Resource Management Unit, the Human Resources Unit, and the IT Support Unit. These units will work in close coordination to deliver integrated services to client Divisions and Entities.

Main objectives:

• Provide consistent support and reliable coverage for HQ administrative and resource management support, including HR
• Streamline routine processes
• Contribute towards a more cost-effective, coherent, and strategic approach to resource management

The new integrated service delivery model for resource management for Headquarters, HQSS will provide centralized transactional routine processing, HR management, and administrative support functions.

HQSS will work in close collaboration with the retained resource management capacities embedded within each Division or Entity ABC, which will focus on management advisory and act as the main interface with HQSS. The service will also be closely aligned with the Global Service Centre (GSS) and operate using a shared Service Management platform with GSS.

The incumbent of the position will be expected to collaborate closely within HQSS as well as across client HQ Divisions/Entities to ensure that the Division's or Entity’s resource management needs are seamlessly addressed through an integrated and coordinated approach.

Additional Qualifications

Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), HR-PeopleSoft Human Capital Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and ProceduresEducation

Certifications

Administration - Other, Secretarial - OtherWork Experience

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awarenessUNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This vacancy is open to internal candidates, former staff members whose position was abolished due to structural changes, and candidates with UNHCR experience.Functional clearance

This position doesn't require a functional clearance

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Potential interview questions

Added 11 months ago - Updated 10 months ago - Source: unhcr.org