Org. Setting and Reporting
These positions are located in Careers Management Unit of the Human Resources Management Service (HRMS), Division of Administration, United Nations Office at Geneva. The incumbents will report to the Human Resources Officer in the Unit.Responsibilities
Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
RECRUITMENT AND PLACEMENT:
- Initiates and follows-up on candidates pre-recruitment formalities for satisfactory medical clearance, reference checks and academic verifications, travel arrangements and visa requests.
- Determines level and step of the candidate calculating salaries and related benefits, preparing and dispatching offers of appointment and statement of emoluments through Inspira, as well as off-line.
- Coordinates the release/reporting of selected candidates by liaising with offices from Geneva and other United Nations duty stations, preparing release requests.
- Processes personnel actions and corresponding entitlements for settling-in and transferring out staff members through Umoja, the UN Enterprise Resource Planning (ERP) system.
- When needed, initiates and processes travel authorizations for the staff member’s recruitment travel and shipment of personal effects, in liaison with approving officers, travel units and travel agencies.
- Conducts on-boarding processes, issues letters of appointment and prepares induction briefing with new staff members. Gives guidance on their entitlements and allowances and the use of the employee self-service tool.
- Coordinates with counterparts on separation of staff members and initiates e-Clearances and related actions. Processes separation and related entitlements.
- Calculates estimates of termination indemnities and related entitlements for staff members separating on termination. Processes related Personnel Actions in Umoja.
- May participate as ex-officio in interview panels.
- Maintains staff files and tracks status of recruitment requests.
ADMINISTRATION OF ENTITLEMENTS:
- Advises staff and administrative assistants in substantive offices on Human Resources related matters, in particular those related to benefits and allowances, in accordance with the Staff rules and regulations, personnel and administrative policies.
- Reviews and processes requests for entitlements 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.
- Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
- Provides general office support on a regular basis, processes, drafts, edits, proofreads and analyzes for approval and signature of a variety of correspondences.
- Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
- Monitors contractual status of staff members by utilizing reporting functionalities in HR systems. Prepares written responses to queries concerning HR related matters.
- Sets up and maintains files/records (electronic and paper).
- Performs other duties within and outside the work unit related to staff assistance as requested.
STAFF DEVELOPMENT AND CAREER SUPPORT TRAINING:
- Assists in the organization and participates in Umoja/Inspira-related training courses and workshops, as well as briefing sessions on benefits and allowances.
- Trains and supports new colleagues and lower-level staff in the unit with regard to HR related rules and policies.
- Provides guidance to Administrative Assistants and counterparts in client departments whenever needed.
Knowledge of United Nations human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Ability to use ERP systems, such as Inspira, Umoja or similar, for HR processes. 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 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.
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.Job - Specific Qualification
Additional training in human resources management is desirable.Work Experience
A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum years of progressively responsible experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
Experience in processing of human resources actions in Enterprise Resource Planning systems (ERP) such as Umoja or equivalent is required.
Experience using recruitment/onboarding platforms such as Inspira or similar is desirable.
Experience with administration of staff contracts, benefits and entitlements is desirable.
At least three (3) years in human resources functions 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 oral and written English or French and knowledge of the other is required. Knowledge of another official United Nations language is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.Special Notice
These positions are 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 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.
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.
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.
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.