Human Resources Assistant

Org. Setting and Reporting

This position is located in the United Nations Development Coordination Office (DCO), in the Business Management Branch. The Human Resources Assistant reports to the Team Lead Administration team. In its Resolution A/RES/72/279, the United Nations General Assembly endorsed the transformation of the Development) as a stand-alone coordination office within the United Nations Secretariat, namely the Development Coordination Office (DCO). DCO now assumes managerial and oversight functions of the resident coordinator system under the collective ownership of the members of the United Nations Sustainable Development Group (UNSDG).

Responsibilities

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

Administration of entitlements

• Manages assigned HR Partner portfolio from A-Z, from onboarding in Inspira, employee life-cycle events, to separation including separation payments, in Umoja.
• Reviews and processes requests for entitlements and exceptions to the Staff Rules and Regulations, as well as administrative transactions in Umoja such as preparation of personnel actions, processing of contracts and maintenance of staffing tables.
• Coordinates with HR Partners from regional and global service providers on any relevant HR Partner actions, for timely completion. • Reviews and processes data pertaining to staff conditions of service.
• Supports with DCO non-staff onboarding and ensures timely processing of purchase orders.
• Reviews and monitors DCO non-staff and stays current with any changes to non-staff conditions of service.
• Provides regular reports and analysis, as requested, on staff and non-staff movements and follows trends of the same. Staff development and career support training
• Supports the development of career-related initiatives within DCO.
• Assists in the organization and briefing sessions, courses and workshops on HR topics.
• Supports sessions by taking notes, creating action points/summaries, and providing statistical data on participation and compliance (with mandatory training, performance management, leadership dialogues, etc.).
• Support HR projects within the larger HR team, such as the creation and maintenance of the SharePoint / knowledge management DCO HR page. Recruitment and placement
• Supports as needed 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 verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Provides input into policy development for the HR policies of staff in the General Service and related categories.
• Oversees the maintenance and tracking status of job openings, onboardings, extensions and separations.
• Advises staff on visa and travel matters, processes and documentation.

General data and administration support

• Supervises the maintenance of automated databases and the centralized reference and Human Resources filing systems.
• Undertakes research on a range of HR related issues, prepares notes/reports, and provides advice on exceptions to policies, regulations and rules in the context of the new delegation of authority framework.
• Contributes to the preparation of reports based on organizational needs and requirements for reporting and analysis.
• Contributes to the preparation of data sets, being responsible for the acquisition and initial cleaning of data from primary and secondary data systems and documents data sets used.
• Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
• Prepares written response to general queries concerning HR related matters.
• Trains and provides supervision to new and lower-level staff in the unit, as needed.
• Performs other tasks as assigned.

Education

• High school diploma or equivalent is required.

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) for candidates who possess a first-level university degree or higher. Experience using ERP systems for HR administration actions, such as Umoja, is required. Experience in HR Data Management using MS Excel, HR databases, or similar tracking programs is desired. Experience using recruitment platforms such as Inspira or similar is desired.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/245273?language=en