Human Resources Assistant

The Human Resources Assistant supports recruitment, classification, benefits and entitlements processing, and general HR administrative functions within the Department of Operational Support at the United Nations Headquarters in New York. The role involves maintaining HR systems, responding to staff queries, and assisting with onboarding and separation processes.

Responsibilities

• Supports the activities related to staff onboarding through the Talent Management System (TMS) such as Inspira.
• Advises staff and selected candidates on visa matters and onboarding procedures.
• Coordinates with relevant parties on onboarding steps such as visa matters, travel, shipment arrangements and entry-on-duty date.
• Assists in initiating and following up on reference checks and academic verifications, completing pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statements of Emoluments.
• Reviews and processes personnel actions through Umoja ensuring accuracy and compliance with rules and procedures.
• Assists in ensuring classification documents are on file and relevant ERP systems are updated.
• Provides advice and responds to general queries on classification procedures and processes.
• Compiles recruitment data and monitors timelines in support of service delivery standards.
• Processes actions in Umoja related to benefits and entitlements ensuring accuracy and compliance.
• Processes staff members’ claims for entitlements and benefits, changes in personal or marital status, and family-related requests.
• Maintains and updates reference data related to entitlements and benefits in Umoja.
• Processes dependency allowance requests and annual declarations on dependency benefits.
• Responds to queries from staff and candidates on human resources matters including Staff Regulations and Rules, administrative instructions, and policies.
• Monitors conditions of service matters and alerts supervisor to issues requiring attention.
• Maintains records of entitlements and benefits transactions and prepares monitoring reports.
• Maintains HR-related automated systems and databases including HR statistics and prepares periodic reports.
• Conducts exit interviews and entitlement clearances for separating staff and assists with final arrangements.
• Undertakes research on HR-related issues and assists in preparation of notes and reports.
• Provides general office support including processing, drafting, editing, proofreading and finalizing correspondence and communications.
• Monitors budget implementation in Umoja; maintains files and records in electronic and paper formats; schedules appointments and meetings; monitors deadlines.
• Prepares written responses to queries on HR-related matters.
• Trains and supervises new and junior staff within the unit.
• Performs other duties as required.

Requirements

• High school diploma or equivalent is required.
• A minimum of seven (7) 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 five (5) for candidates who possess a first-level university degree or higher.
• Experience in the implementation of the United Nations common system, or other similar international organization's human resources policies, procedures and practice is desirable.
• Experience in administration of staff entitlements and benefits using an Enterprise Resource Planning (ERP) systems such as SAP (UMOJA) or equivalent is desirable.
• English is required at UN Level II for reading, writing, listening and speaking.

Skills

• Human Resources Management
• Administrative Services
• United Nations HR Policies
• Staff Entitlements
• Benefits Administration
• Enterprise Resource Planning
• SAP
• Recruitment Support
• Job classification
• Onboarding Process
• Separation Processes
• HR Systems Maintenance

Languages

English