Human Resources Assistant

Org. Setting and Reporting

This position is located in the Client Support and Special Situations Section (CSSSS) in the Division for Special Activities (DSA) in the Department of Operational Support (DOS) at United Nations Headquarters in New York. DOS was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions. DSA oversees a range of specialized or cross-cutting operational capacities. A large part of its responsibilities are to support start-up, surge, transition and liquidation requirements and to exercise authority on behalf of entities to which authority has not been granted owing to a lack of capacity or from which authority has been temporarily withdrawn. CSSSS works with counterparts across DOS and other United Nations entities to effectively and rapidly support the deployment, establishment, transition and liquidation of client entities. The Human Resources Assistant reports directly to the Chief of Section and will also work closely with the Division Director.

Responsibilities

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

RECRUITMENT AND PLACEMENT:

• 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 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.
• Assists in organizing and coordinating competitive recruitment examinations.
• Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
• Reviews and processes personnel actions through Umoja.
• Advises staff on visa matters.

STAFF DEVELOPMENT AND CAREER SUPPORT TRAINING:

• Assists in the organization and conducts of training courses and workshops.
• Provides logistics and administrative support to trainers.

CLASSIFICATION:

• Assists in reviewing and processing requests for classification.
• Provides advice and answers general queries on classification procedures and processes.

GENERAL:

• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required, e.g., managing priorities and workflow of the Director; scheduling on behalf of the Director with appropriate consultation as required; effectively prioritizing and resolving related conflicts and competing demands; screening and prioritizing all incoming/outgoing correspondence; compiling relevant background documents and references; identifying issues requiring the Director’s attention and referring others to relevant officer for appropriate disposition; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
• Independently handles a wide range of complex information requests and inquiries (e.g. Answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications.
• Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in Umoja, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
• 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.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).

Education

• High school diploma or equivalent.

Work Experience

• A minimum of six years experience in human resources, administrative services, finance, accounting or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
• Experience in use of a correspondence management system is required.
• Experience supporting high level official or leadership team is required.
• Experience in the use of Enterprise Resource Planning (ERP) systems, such as Umoja, SAP or equivalent is desirable.
• Experience in the United Nations system or a similar international organization is desirable.

Languages

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

Source: https://careers.un.org/jobSearchDescription/249057?language=en