Human Resources Assistant – G4

Remuneration:

In accordance with the UN Rules and Regulations. Depending on professional background and experience, the Executive Director reserves the right to appoint a candidate at a level lower than the advertised level of the post.

Accountabilities:

Within delegated authority, the Human Resources Assistant will be responsible for the following duties:

1. Assist in the preparation of HR related surveys, statistics, and reports by:
   • Maintaining and reviewing organizational staffing table and regional & gender chart on an on-going basis.
   • Preparing HR related reports under minimum supervision.
   • Assisting in research on various HR related matters within and outside the UN system.

2. Assist in the recruitment and contract management by:
   • Processing applications for vacancies, including reviewing vacancy requests, preparing vacancy announcement, reviewing applications, ensuring and monitoring the transfer of files of candidates between offices, organizing interviews.
   • Initiating and following up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities.
   • Preparing and presenting relevant documentation required for recruitment to the Appointment and Promotion Board and answering queries.
   • Assisting with onboarding and separation processes and entitlements as required.
   • Managing UNITAR e-Recruitment tool.
   • Reviewing contract requests and preparing contracts for Staff, Fellows, Consultants, Individual Contractors, Trainees, and Collaborators in accordance with UN rules and regulations using Quantum, as appropriate.

3. Assist in the HR administration by:
   • Assisting in the review and processing of requests for entitlements and claims.
   • Assisting in the review and processing of data pertaining to conditions of service in Quantum.
   • Assisting in verifying professional staff and general service staff’s monthly payroll data for validation.
   • Maintaining staff official status file, and other HR related files.
   • Providing guidance/training for new Staff and Fellow on the use of e-Service in Quantum.
   • Reviewing requests for badges, cartes de légitimation, UN Laissez-passer and UN certificate in accordance with UN rules and regulations.
   • Preparing attestations/certificates for Staff, Fellow, and Collaborators.
   • Performing a variety of office administrative duties, including managing office supplies and equipment, drafting and processing a variety of correspondence and other communications, etc.
   • Performing other duties as required.

4. Assist in the Staff development and career support training by:
   • Assisting in the organization and conduct of training courses and workshops.
   • Providing logistics and administrative support to trainers.
   • Reviewing training requests submitted by Staff and Fellow.
   • Preparing training certificates.

Work implies frequent interaction with the following:

• Staff at large, Managers, Directors
• Applicants/General Public
• Human Resources Officers/Administrative Officers/Training Officers/Executive Officers in the UN Secretariat
• Counterparts in other UN agencies
• Missions

Results Expected:

• Provision of reliable research, administrative and general office support services.
• Processing work and requisite follow-up with minimal supervision, seeking advice from and/or reporting to supervisor as needed.
• Ensuring the accuracy and completeness of documentation submitted by candidates, staff and offices.
• Accurate preparation of reports.
• Consistent application of appropriate policies, rules, guidelines, procedures and practices.
• Effective delivery of a wide range of administrative and office support functions under moderate supervision.
• Establishment of effective working relationships with internal and external contacts at all levels.

Competencies:

• Professionalism: Knowledge of Organization’s human resources policies, procedures and practices, and ability to apply them in an organizational setting; ability to identify issues, formulate opinions, make conclusions and recommendations; demonstrated use of initiative and ability to make appropriate linkage in work requirements and anticipate next steps; shows pride in work and in achievements; demonstrates professional competence 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;  takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Respect for Diversity: Works effectively with people from all backgrounds; treats all people with dignity and respect; treats men and women equally; shows respect for and understanding of diverse points of view and demonstrates this understanding in daily work and decision-making; examines own biases and behaviors to avoid stereotypical responses; does not discriminate against any individual or group.

• 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; handles a large volume of work in an efficient and timely manner.

• Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibilities for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

• 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 relations with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; keeps clients informed of progress or setbacks in projects; meets deadlines for delivery of products or services to clients.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• 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; share credits for team accomplishments and accepts joint responsibility for team shortcomings.

• Commitment to continuous learning: Keeps abreast of new developments in own field; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

• Technological awareness: Proficiency in various office applications; keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Minimum requirements

Education: Completion of high school or equivalent diploma.

Experience: At least three (3) years of human resources administration experience, preferably within the United Nations or international environment in the field of human resources management, administration, or other related fields. The minimum years of relevant experience is reduced to 1 year for candidates who possess a first-level university degree or higher.

Language: Fluency in English; knowledge of French or Spanish is an advantage.

Special Notice:

UNITAR is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.

English and French are the two working languages of UNITAR. Priority will be given to the applicants from the under-represented regions at UNITAR. There will be a probation period of 3 months.

UNITAR staff members are subject to the authority of the UNITAR Executive Director and their appointments are limited to service with the Institute.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. UNITAR is a non-smoking environment.

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 Staff Regulations and Rules and UNITAR administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications 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.

No Fee:

UNITAR DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). UNITAR DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.