Human Resources Assistant

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Description

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• Prepares and circulates internal and external advertisements.
• Coordinates the scheduling of interviews and technical assessments.

• Coordinates with Supply Unit the processing of institutional contracts providing training and courses, ensuring compliance with UNICEF rules and regulations.
• Assists team in organizing and conducting courses, workshops and events by preparing and organizing distribution of materials for participants, ensuring availability of training venues and required equipment and supplies, while providing logistical support at workshops and events as necessary.
• Keep updated information and monitoring the use of Regional Learning Funds allocated to Country Offices and provide periodic reports for the RCHR.

• Responsible for setting up and maintaining HR electronic files/records in SharePoint.
• Prepares and maintains agendas on meetings and events related to the work group commitments.
• Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
• Liaises with budget focal points and section over costs and needs.
• Carries out transactions in VISION pertaining to payments such as creating funds commitments or funds reservations.
• Responsible for collecting invoices and filing documents for approval and thereafter processing in VISION.
• Responds to client transaction status and other inquiries.
• Keep monthly reports of Attendance, leaves, TWODS etc. and inform Managers when there are necessary actions.

• Provides travel assistance to staff members in section for travel arrangements based on the organization’s rules and policies.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

• Maintains and generates automated databases containing HR related statistics and generating periodic reports.
• Research, compile and verify data which facilitates preparation of workforce planning reports for supervisor to review against benchmarks i.e. Gender and geographical balance and other recruitment related key performance indicators.
• Keep updated Organizational Charts in HR Share Point for both RO and COs, liaise with COs to ensure information from COs is up to date.
• Prepare and consolidate information for other reports requested by HQ to RO on HR Matters.
• Manage and produce Insight reports related to HR data such: Recruitment – Performance – GSS –Pulse Check – Workforce Headcount of RO and COs and prepare monthly report of the HR Analytics for the region.

• Maintains and updates the absence of the section, if required.
• Monitors absence/attendance reports in the office.
• Updates office travel time upon certification of home leave.
• Enters overtime requests of eligible staff members, based on the policy.

• Completion of secondary education, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 5 years of progressively responsible administrative or clerical work experience in Human Resources is required.
• Fluency in Spanish and English is required.

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