Org. Setting and Reporting
These positions are located in the Human Resources Management Service, United Nations Office at Geneva. The Human Resources Assistants reports to the Human Resources Officer. The Operations of HRMS comprise of different teams, dealing respectively with recruitment and placement, administration of entitlements and time. The Human Resources Assistants report to the Human Resources Officer responsible for one of those Teams.
Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
Recruitment and placement:
– Processes applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices.
– Assists in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
– Maintains vacancy announcement files and tracks status of vacancy announcements.
– Coordinates with Client Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects.
– Prepares personnel actions.
– Advises staff on visa matters.
Administration of entitlements:
– Reviews and processes requests for entitlements, allowances and claims including dependency allowance, education grant and mobility and related allowances.
– Monitors and approves rental subsidy requests, as applicable.
– Liaises with the UN Medical Insurance with regards to staff members’ enrolment.
– Determines date of entry to the UN Joint Staff Pension Fund, and liaises with them if applicable etc.
– Participates in the drafting and maintaining of Umoja reference documentation on the administration of staff benefits and entitlements.
– Maintains Umoja entitlements documentation and job aids.
– Assists in the review and processing of data pertaining to conditions of service, personal status, family status and more.
– Monitors sick leave cases and approves sick leave for less than 20 days.
– Administers long-term sick leave cases and prepares submission of cases for disability.
– Processes maternity leave and grants paternity leave quota.
– Approves home leave travel, and grants travel time if applicable. Approves rest and recuperation travel.
– Processes special leave with and without pay.
– Provides guidance and training on time-related issues and entitlements to staff and counterparts in client departments.
– Liaises with the Medical Services Section, Staff Counsellor, Payroll, the Pension Fund, counterparts in departments dealing with time issues.
– Assists in the organization and conduct of training courses and workshops.
– Provides general office support services; drafts and/or processes a variety of correspondence and other communications.
– Sets up and maintains reference files/records (electronic and paper).
– Schedules appointments/meetings, monitors deadlines, etc.
– Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
– Maintains automated database containing HR related statistics and prepares periodicreports.
– Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.
– Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.).
– May provide guidance/training to less experienced staff.
– Provides support to Staff members at the HR Client Support Centre by answering HR queries received by emails, phone calls and in-person visits.
– Contributes to the organization of HR Ceremonies.
– Performs other duties as required.
PROFESSIONALISM: Good knowledge of the human resources policies, procedures and practices 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.
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.
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.
High school diploma or equivalent.
A minimum of five (5) years of experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
Experience in providing support and guidance (HR, administration, programme) to staff and managers is desirable.
Experience with human resources Entreprise Resources Planning (ERP) systems, such as SAP or Inspira, is desirable.
Experience in administration of staff contracts, benefits and entitlements is desirable.
Experience working within the UN Common system or similar international organization is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French and knowledge of the other is required. Knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.
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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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.
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.