Org. Setting and Reporting

The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political missions, Agencies, Funds and Programmes of the UN system worldwide. The position is located within the Human Resources Unit, Central Service, United Nations Global Service Centre (UNGSC) in Brindisi, Italy. The incumbent will report to Chief Human Resources Officer (CHRO).

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and placement: • Researches and provides accurate information to Human Resources Officers and Senior Managers on human resources staffing issues, assisting in the timely filling of vacancies by facilitating the selection of highly qualified candidates to meet the operational and substantive requirements of the Organization; • Reviews job openings ensuring that the evaluation criteria and responsibilities are in line with the approved or classified documents. • Reviews and determines eligibility of applicants in line with requirements stated in the job openings; • Facilitates compliance review and selection of recommended candidates Guides assigned clients through the full recruitment cycle for international and local positions in the Professional, National Professional Officer and General Service categories, including affiliated Personnel. • Onboards staff by conducting reference verifications, determining compensation and benefits, preparing offers of appointments, completing pre-recruitment formalities and facilitating travel and visa arrangements. • Assists in the recruitment and onboarding of affiliated Personnel. • Provides inputs into development of HR policies and procedures on Staff Selection and recruitment. Outreach Initiative: • Assists in active sourcing and outreach initiative to recruit and attract passive and active candidates while positioning UNGSC as an employer of choice. • Assists actively in the preparation of career fairs, campaigns, etc. • Assists in monitoring and tracking outreach initiatives (reports, trends, challenges, audit reference) Roster Management: • Assists in the building and maintenance of rosters for pre-qualified candidates across critical Job families for ease of recruitment during surge or urgent recruitments. Administration of entitlements and benefits: • Interprets, explains and administers entitlements and benefits in line with conditions of service, staff regulations and rules; Provides advice, guidance and information to management and staff on the application and implementation of HR policies, procedures, regulations and rules concerning entitlements and benefits; • Reviews and processes entitlements and benefits related actions in HRIS/ERP, making appropriate recommendations where exception is required. • Supervises and monitors the work of Human Resources Assistants in carrying out all human resources administrative transactions including processing of appointments and preparation of personnel actions; • Monitors issues on conditions of service of staff and advises the supervisor of any developments; • Conducts research and prepares written responses to queries related to HR matters. Planning and Budget • Assists the supervisor in the mission planning process throughout the mission lifecycle by preparing documentation and data as well as initial reviews on staffing requirements and organizational structure; • Assists with the review of recommendations resulting from staffing reviews and translates them into staffing requirements for purpose of budget preparation; • Assists in reviewing and processing requests for classification, providing advice on classification procedures and processes; • Assists in providing documentation and background materials relating to classification of posts. • Constantly reviews and monitors staffing related costs and expenditures in ERP in line with funds allotment, ensuring that funds for staffing costs are available, and where necessary alerts Human Resources Officer to follow up with Finance and Budget Office to deploy funds to meet any shortfall; • Ensures that expenditures related to staffing are within the budgeted staffing costs, coordinating with the Finance and Budget Units at both the mission and Headquarter levels to ensure availability of funds; • Advises hiring managers on loaning of posts between sections and movement of posts and staff between locations based on the SOP on Staffing table and Post Management, ensuring the integrity of the staffing table as approved in the budget without discrepancy in sections and locations. Staff development and career support • Assists in designing and delivering HR training courses, particularly those related to recruitment. General: • Maintains HR related systems and applications including automated databases containing HR related statistics and prepared periodic reports. • Researches on a range of HR related issues and prepares notes/reports. • As requested, conducts research on precedents, policy rulings and procedures. • Supervises compilation and preparation of statistical reports on HR related issues. • Conducts exit interviews for separating staff and assists him/her 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 input monitoring and implementation in HRIS/ERP, 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. • 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. Knowledge of the United Nations staff rules and regulations, human resources policies, procedures and practices. 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. Able to perform analysis, modelling and interpretation of data in support of decision-making. • 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 is required.

Job - Specific Qualification

Certification in SAP/ERP in HR Modules 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 relevant experience is reduced to five (5) years for candidates with a first-level University degree. Experience covering the entire recruitment process, from drafting job opening to the selection of staff and affiliated personnel is desirable. Experience in onboarding of staff and affiliated personnel is desirable. Experience with Oracle/PeopleSoft (such as Inspira) or other similar platforms is desirable. Experience with talent-outreach initiatives is desirable

Languages

Assessment

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

Special Notice

This position is open for recruitment for an initial period of one year with possibility of extension subject to availability of funds. Recruitment for this position is done on a local basis. 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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. 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.