Human Resources Assistant

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Description

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Org. Setting and Reporting

The position is located in the Human Resources Section of the Executive Office, United Nations Office for the Coordination of Humanitarian Affairs (OCHA) in Geneva, Switzerland. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. This temporary job opening is being advertised for the position of Human Resources Assistant in Human Resources Section, OCHA, Geneva. The incumbent will report to a Human Resources Officer within the Human Resources Administration Team.

Responsibilities

Within the limits of delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and placement

• Assists in the filling of posts, 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 the evaluation and screening of applications of candidates for internship positions.
• Coordinates with Executive Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects.
• Prepares agenda and provides relevant documentation required for recruitment related meetings.
• Prepares personnel actions.
• Advises staff on matters related to visas and issuance of United Nations Laissez-Passers. Administration of entitlements
• Reviews and processes requests for entitlements and claims such as Rest and Recuperation and Minimum Operational Residential Security Standards (MORSS).
• Inputs / updates banking details for staff members in the Umoja system.
• Assists in the review and processing of data pertaining to conditions of service. Staff development and career support training
• Assists in the organization and conduct of HR-related courses and workshops.
• Provides logistics and administrative support for HR-related workshops or retreats.

General

• Provides general office support services; drafts and/or processes a variety of correspondence and other communications.
• Sets up and maintains reference files/records (electronic and paper).
• Schedules appointments/meetings, monitors deadlines, etc.
• Acts as the primary focal point for the issuance of United Nations Laissez-Passers, vetting applications received and liaising with the staff member or country office to ensure that any missing or incomplete documentation is provided prior to submission to the UNLP office.
• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
• Maintains automated database containing HR related statistics and prepares periodic reports.
• Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.
• Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.).
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as required.

Education

• A high school diploma or equivalent is required.

Work Experience

• A minimum of five (5) 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 three (3) for candidates who possess a first-level university degree or higher. At least two (2) years of experience in human resources functions within the United Nations Common System or a similar international organization is required.
• Experience in the application of Human Resources rules and regulations in the area of staff administration of entitlements and benefits in the UN Common system or a similar international organization is required.
• Experience in administering a broad range of personnel actions, entitlements and benefits using Enterprise Resource Planning (ERP) systems such as Umoja is required. Prior experience with using online platforms / ERP systems for onboarding staff such as Inspira or Umoja (or similar) is required. At least 1 year or more of experience in data analytics or related area is desirable.

Languages

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

Source: https://careers.un.org/jobSearchDescription/246947?language=en

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