Senior Human Resources Assistant

Senior Admin

Overview

Manage recruitment processes and provide HR support.

You have:

• High school diploma or equivalent. Additional education in business administration, human resources management or related field is desirable.
• A minimum of ten years of progressively responsible experience in human resources management, administrative services or related area is required.
• Experience in administration of staff entitlements and benefits using an ERP system, such as Umoja, SAP or equivalent is required.
• Experience supporting Senior Managers is desirable.
• Experience in use of a talent management system such as Inspira is required.
• Fluency in English is required. Knowledge of another official United Nations language is an advantage.

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. More about G-7 contracts.

Org. Setting and Reporting This position is located in the Executive Office of the Department for General Assembly and Conference Management (DGACM), New York. The Executive Office (EO) enables DGACM to implement its mandate by providing policy advice in the areas of budget and resource planning, financial management, trust fund management, human resources management, general administration, asset management, performance reporting.

The Executive Office provides operational and programme support and handles a broad range of services in human resources planning, management and administration.

The Senior Human Resources Assistant works under the direct supervision of an HRO (Team Leader).

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

Recruitment and placement

•Provides policy advice and guidance to clients and programme managers, designs solutions to ensure efficient recruitment in support of mandate implementation while ensuring compliance with the UN HR policy framework. •Develops and drafts standard operating procedures for recruitment processes, recognizes unique requirements of language services within the DGACM and ensures implementation of the HR policies by programme managers and language services. •Participates in the selection of candidates for positions in the general service category, including evaluation and screening applications of such candidates, roster searches; conducts competency based interviews in capacity of an assessment panel member. •Assists programme managers in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensures the completion of the pre-recruitment formalities, calculates salaries and related benefits; and prepares and dispatches offers of appointment and statement of emoluments. •Provides input into policy documents developed by the Executive Office. •Assists in organizing and coordinating competitive recruitment examinations and tests. •Oversees the maintenance of vacancy announcement files, tracks a status of vacancy announcements and subsequent recruitment process to completion. •Monitors staffing tables and performs related actions in Umoja Organizational Management module, e.g. loans, reassignments. •Brings potential deviations from the policy framework and exceptions to attention of HR Officers and ensures their treatment with the DOA framework.

Administration of benefits and entitlements

•Undertakes on-boarding of staff members as soon as reference checks and medical clearance are completed; advises staff on visa matters and on 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. •Undertakes the administration of staff benefits and entitlements from the entry-on-duty or engagement up to the time of separation, including initial appointments, extension of appointments, transfers, secondments, separations (retirements, resignations, terminations etc). •Provides advice to clients with regards to time and attendance management, ensures accurate processing and recording of time and attendance with respect to absences, leave entitlements, certification of attendance, when actually employed (WAE) salary entitlements and extended sick leave cases. •Prepares and processes Umoja travel requests for certification, including processing of exceptional cases. •Responds to enquiries and provides information and policy advice to staff regarding HR and administrative policies such as conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. •Reviews, monitors and updates data of staff in Umoja concerning attendance/absence records. •Provides guidance and organizes training on time-related issues and entitlements to staff and counterparts in client offices. •Liaises with Division of Health-Care Management and Occupational Safety and Health (DHMOSH), Time Managers and Senior Time Administrators on relevant matters. •Prepares and reviews correspondences concerning appointments, promotions, reassignments, transfers and separations. •Coordinates with DOS and ensures timely response to queries within the established key performance indicators for the HR services.

Staff development and career support

•Facilitates implementation of training plans and monitors implementation of training activities, researches and offers courses available to staff on the UN training portal. •Coordinates with the Finance and Budget Officer in the Executive Office on training budgets.

Supervisory and coaching functions

•Leads a team of HR and administrative assistants and ensures quality HR services and policy advice to clients of the team. •Oversees work of a team of HR and administrative assistants, plans work and assignments and provides performance appraisal. •Develops introductory courses and provides training to clients and junior staff in the Executive Office. •Actively reviews relevant key performance indicators and ensures completion of tasks within established time frames and by deadlines.

Other tasks and responsibilities

•Undertakes a research on a range of HR related issues and prepares notes/reports/drafts. •Analyzes trends and patterns to inform policy decisions, facilitates work of HR and Administrative Officers. •Reconciles data with management dashboard and data prepared by DMSPC. •Supports the team leads in the coordination and implementation of special projects as assigned by the Executive Officer. •Supports team leads in the review of internal procedures and recommends improvements. •Provides input and feedback for monthly management reports, performs peer review. •Applies visualization tools for preparing presentations and monthly management reports. •Guides a team on a process of preparing data analytics and reporting to senior management of the department, clients and legislative bodies. •Prepares written response to audit queries concerning HR related matters. •Provides general office support services; processes, drafts, edits, proofreads and finalizes documents, communication and correspondence for signature/approval. •Ensures quality assurance and quality control for communications and correspondence prepared and issued by the HR team. •Ensures management of information in accordance with UN policy and/or established procedures in the EO. •Performs other duties as required.

Competencies Professionalism: Knowledge of the human resources policies, procedures and practices applicable to the administration of benefits, entitlements and contracts and ability to 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 & 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. Additional education in business administration, human resources management or related field is desirable.

Work Experience A minimum of ten years of progressively responsible experience in human resources management, administrative services or related area is required. Experience in the application of Staff Rules and Regulations with the United Nations or a similar international organization in an operational environment is desirable. Experience in administration of staff entitlements and benefits using an Enterprise Resource Planning (ERP) system, such as Umoja, SAP or equivalent is required. Experience supporting Senior Managers is desirable. Experience in the use of a talent management system such as Inspira is required. Experience in development of training materials, standard operation procedures and guidelines related to human resources policies and practices is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. 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 a competency-based interview.

Special Notice Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test. Having passed the Administrative Support Assessment Test [in English] at the United Nations Headquarters or one of the United Nations Offices Away from Headquarters (OAHs) may be accepted in lieu of the GGST.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

An impeccable record for integrity and professional ethical standards is essential.

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.

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.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

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Potential interview questions

Added 5 years ago - Updated 1 year ago - Source: careers.un.org