Human Resources Assistant

The Human Resources Assistant supports the administration of human resource activities including recruitment, staff movements, entitlements, and performance appraisal within the Department of Operational Support at United Nations Headquarters. The role involves processing personnel actions, responding to staff inquiries, maintaining records, assisting in recruitment and selection processes, and providing administrative support to the Human Resources team.

Responsibilities

• Process, monitor and follow-up on actions related to the administration of human resource activities, including recruitment of staff, promotion, transfer, assignment, special post allowance, extension of contract, separation, performance appraisal, ensuring consistency in the application of United Nations rules and procedures; process personnel actions in UMOJA, to reflect staff movements.
• Respond to inquiries, provide information and advice to staff regarding their entitlements, conditions of service, duties and responsibilities under the Staff Rules and Regulations and related administrative procedures; monitor and maintain attendance records of staff members, including overtime and compensatory time off and confirmation of balances at end of service, both manually and in UMOJA.
• Review monthly staffing tables and monthly payroll lock reports for corrective actions as necessary; liaise with clients and prepare travel requests for on-boarding travel for staff and consultants.
• Draft correspondence in response to inquiries related to relevant administrative, personnel matters. Liaise extensively with counterparts in other Offices in the UN Secretariat; maintain personnel working files for current staff members; process requests for UN ID cards, laissez-passers, certificates and visas.
• Participates in the selection of candidates for secretarial, clerical and related categories positions; including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-lists of candidates.
• Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verification, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Assists in organizing and coordinating competitive recruitment examinations.
• Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
• Reviews and processes requests for entitlements and claims.
• Conducts exit interviews for separating staff and assists him/her in final arrangements.
• Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
• 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.

Requirements

• High school diploma or equivalent is required.
• Certification as a Human Resources Partner or other certification in Human Resources is desirable.
• A minimum of seven 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 years for candidates who possess a first-level university degree or higher.
• Experience in the application of human resources policies, procedures, regulations and rules in the United Nations system or a similar international organization is required.
• Experience using an Enterprise Resource Planning (ERP) system, such as Umoja (SAP) or a similar system, in the area of human resources is required.
• Experience in staff selection processes, including the use of enterprise systems such as Inspira or similar platforms, is desirable.
• Experience in a human resources role within an Executive Office or an HR office/unit of the United Nations or a similar international organization is desirable.

Skills

• Human Resources Management
• Human Resources Policies
• Human Resources Procedures
• United Nations HR Regulations
• Enterprise Resource Planning
• Umoja SAP
• Staff Selection Processes
• Inspira System
• Recruitment Administration
• Personnel Records Maintenance
• Performance Appraisal Systems
• Administrative Support
• Staff Movements Management

Languages

English