Senior Human Resources Assistant

Overview

Support HR functions including recruitment, contracts administration, and staff training.

You have:

• High school diploma or equivalent is required.
• At least ten years of progressively responsible experience in human resources management, administrative services or related area is required.
• The minimum year of relevant experience is reduced to eight years for candidates who possess a first-level university degree or higher.
• At least three years of experience in the application of an enterprise management system (ERP) in performing tasks related to human resource management is required.
• At least three years of experience in recruitment against various types of contracts is required.
• At least three years of experience in the interpretation and application of human resources policies in an operational environment is required.
• English and Arabic are required.

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 5,063 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

This position is located in the Office of the Special Coordinator for Lebanon (UNSCOL). The Senior Human Resources Assistant at this level will report to the Head of Human Resources.

Responsibilities

Within delegated authority, the Senior Human Resources Assistant will be responsible for the following duties: Recruitment and placement Participate in the selection of candidates for secretarial, clerical and related categories 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 shortlist of candidates. Assists in the filling of posts, including posting of job openings, reviewing candidate eligibility, serving as Ex- Officio in interviews, initiating and following up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities (visa, medical clearance; etc.), calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments. Provides input into policy development for the HR policies of all staff categories. Provides guidance and advice to Hiring Managers on recruitment procedures. Assists in organizing and coordinating competitive recruitment examinations. Maintains digital job opening files, tracks the progress of recruitment. Administration of Staff Contracts and Benefit & Entitlements Undertakes on boarding of national and international staff members as soon as reference checks and medical clearance are completed; advises staff on visa matters and on boarding. coordinates with relevant parties and selected candidates on visa matters, travel and shipment arrangements. Arranges inductions for newly recruited staff in client divisions on service-related entitlements, benefits, allowances; and on living conditions in the duty station. Reviews and processes requests for entitlements and exceptions to the Staff Rules and Regulations concerning travel entitlements, currency of payment of emoluments and rental subsidy. Monitors issues on conditions of service of staff and advises the supervisor of any developments. Advises managers and staff members on matters related to staff contracts, benefits & entitlements. Undertakes the administration of staff benefits and entitlements from the entry-on-duty or engagement up to the time of separation / retirement, including initial appointments, extension of appointments, transfers, secondments, separations, retirements, resignations, terminations, etc. Coach and develop newly recruited HR staff in the respective team. Processes personnel actions through in Umoja, the UN Secretariat's enterprise resource planning system (ERP). Staff development and career support training Assists in the development of career development programme. Provide administrative and logistics support to the planning and delivery of a variety of training and learning initiatives for staff and managers at the mission level. Review and process enrolment of staff in training and learning activities. Advise the staff members on the availability of learning activities and procedures. Collect and maintain statistical data on training activities at the mission level. Liaise with other Training Units to ensure that integrated training is developed and delivered to meet cross-cutting needs. Classification Assists in reviewing and processing requests for classification. Provides advice and answers general queries on classification procedures and processes. Assists in providing documentation and background materials relating to classification appeals. General Calculates transportation costs (air, rail, car) including lump-sum requests with travel time and, excess baggage entitlements for staff and dependents; Completes and approves Umoja travel requests with the maximum entitlement, the fare basis and the overall transportation cost not to be exceeded by the travel agency; Provides information to staff members and UN sponsored travelers on the most direct and economical route, and advises on itineraries at the most economical airfare available as per the UN Rules and Regulations. Supervises the maintenance of automated databases and the centralized reference and filing systems. Undertakes research on a range of HR related issues and prepares notes/reports. Conducts research on precedents, policy rulings and procedures. Supervises compilation and preparation of statistical reports on HR related issues. Assists in the preparation of information circulars for HR related issues. Conducts exit interviews for separating staff and assist them in final arrangements. Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications; performs budget preparation 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. Trains and provides supervision to new and lower-level staff in the unit. Backstops the Chief HR Unit during her/his absence. 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. Demonstrate use of initiatives and makes appropriate linkages in work requirements and anticipate next step. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

At least ten years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum year of relevant experience is reduced to eight years for candidates who possess a first-level university degree or higher. At least three years of experience and demonstrated proficiency in the application of an enterprise management system (ERP) in performing tasks and transactions related to human resource management is required. At least three years of experience in recruitment against various types of contracts is required. At least three years of experience in the interpretation and application of human resources policies with the United Nations or a similar international organization in an operational environment is required. Relevant UN working experience is desired.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Arabic is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

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LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level IIArabicUN Level IIUN Level IIUN Level IIUN Level II

Assessment

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

Special Notice

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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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.

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.

Potential interview questions