Human Resources Assistant

Org. Setting and Reporting

• Supervisor:
The incumbent of this post may be located in any of the sections of the two divisions of the Field Human Resources Department namely the HR Services and the HR Career Management, allowing flexibility in rotation of incumbents in the different sections of HR Department.
• Supervisees:
Not applicable.

Responsibilities

• Checks various human resources records, forms and tables for accuracy and initiates corrective action, as required; maintains and updates such records and other files and follows up, as necessary, and reviews documents and certificates as related to his/her section, before processing them on the Human Resources Management (HRM) System.
• Drafts routine correspondences, fills out Personnel Action Forms and other forms; collects and compiles information from files and prepares or assists in preparing and updating routine statistical and other periodic reports related to the functions of the relevant division/section.
• Participates, where applicable, in recruitment activities ranging from job advertisement, screening, administering the written assessment (test) for the shortlisted candidates, participating in the interviews as HR ex-Officio and preparing the recruitment package HFHRO’s clearance before forwarding to DUA for his/her signature as requested.
• Deals with complementary personnel contracts and documents including receiving the requests from the departments, verification, obtaining the necessary approvals, data entry in the system, collecting attendance and reviewing payroll results in the system.
• Receives, registers and distributes incoming mail and dispatches outgoing mail; attends to the reproduction, collation and stapling of various documents and materials; ensures scanning of all documents for official status files; is responsible for the proper filing and maintenance of personnel records and files; assists in briefing new staff members and retirees and in responding to queries from staff members on matters related to HR issues.
• Enters data on HRM System; in relation to the activities of payroll, entitlements or movements and records as applicable.
• Participates, where applicable, in performance management activities ranging from supporting both staff and supervisors in completing the electronic performance management system, generating reports, maintaining the library of objectives for generic positions, tracking the status of staff under probation or Opportunity to Improve (OTI), drafting and preparing the necessary letters to staff.
• Relieves his/her counterpart(s) in other HR teams, sections or divisions;
• Performs other duties as may be assigned by the supervisor.

Competencies

UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default.
• Planning and Organizing.
• Following Instructions and Procedures.
• Coping with Pressure and Setbacks.
• Relating and Networking.
• Demonstrated computer skills; good knowledge of databases, spreadsheets and other applications used by the Agency.
• Ability to maintain confidentiality.

Education

• Successful completion of full secondary education;
• Two-year post-secondary diploma in human resources management, Business Administration or related subject.

Job – Specific Qualification

Not available.

Work Experience

• At least four years of relevant experience in human resources management or related administrative duties is required.

Languages

• Very good command of spoken and written English and Arabic.
Please list all languages that you know including your mother tongue and indicate your proficiency level from the drop-down list provided in the system considering the below:
If you possess a very good to excellent level of proficiency in English language, kindly indicate this as “Fluent” in your application.
If you possess a good level of proficiency in English language, kindly indicate this as “Confident” in your application.
If you possess a basic level of proficiency in English language, kindly indicate this as “Basic” in your application.

Assessment

During the assessment, the applications will be given preference based on the following desirable qualifications:
• Provided very good understanding of the context of Palestine refugees and UNRWA operations.
• Knowledge of UNRWA’s Staff Rules and Regulation.
The shortlisted candidates will be afterward evaluated based on:
• Technical Test
• Competency-based Interview

Special Notice

Contract Status:
Fixed-Term Appointment for 3 years including 1 year probation period, with the possibility of further extension, subject to the availability of funds, satisfactory performance and continuing need.
Benefits:
Grade 10, Monthly Salary JD 668.300 fils. Other benefits include Provident Fund contribution (15.4% of basic salary paid by the Agency) & medical insurance. Dependency allowance is subject to eligibility.
Department/Office: UNRWA – Human Resources – Jordan
Duty Station: Jordan Field Office
Equivalency:
Equivalency may apply for this post.
NB: Work experience alone or formal qualifications with no relevant work experience are not considered an acceptable combination.
General Information:
•This vacancy notice is open to internal and external candidates. Only candidates residing in Jordan, and within commuting distance of the duty station with authorization to work in the duty station at the time of application are eligible to apply.
•The Agency will not assume responsibility or accountability to support or facilitate the issuance of work permit in Jordan, and without a valid work permit, the appointment may be rescinded.
•Since the Vacancy is an Area Staff post, the Agency will not provide coverage for relocation costs.
•Preference will be given to registered Palestine refugees and candidates assisting the Agency to meet its commitment to gender parity. UNRWA welcomes applications from qualified candidates with disabilities.
•UNRWA encourages applications from qualified and experienced women.
•A roster may be created from the selection exercise, and that successful candidates may be appointed to the same post. In the case of multiple or recurring posts, that a roster will be created from which the candidates will be selected for appointment.
•Only applications that have been fully completed in UNRWA’s online e-recruitment system Inspira will be considered, and no late applications will be accepted. The PHP should be completed with full relevant work experience under the experience tabs as per the requirements in the Job Opening. All acquired university degrees must also be stated, if applicable. Applicants applying to positions for Grades 12 to 20 must submit a cover letter/motivational statement in order to be considered.
•Applicants will be disqualified when it becomes apparent that he or she provided incorrect, incomplete or misleading information on his or her personal history profile or during the recruitment process. If the applicant is also a staff member, the provision of incorrect, incomplete or misleading information in the personal history profile may also amount to misconduct. The Agency may indefinitely refuse to accept applications from an applicant who has previously provided incorrect, incomplete or misleading information on his or her personal history profile or during a recruitment process or committed plagiarism.
•For UNRWA internal staff, they are required to specify and include their current UNRWA grade level. To do so applicants should select under “Category” RLG, scroll down to see all categories, then select their local grade.
•Advertisements published only in English will only accept applications in English, and Arabic submissions will not be considered.
•The Agency may disqualify applicants whose name appears on the UN Sanctions List or a UN database of staff separated for reason of misconduct or of staff who separated whilst misconduct processes were pending.
•UNRWA shares investigation and misconduct information with other UN Agencies, and past and prospective employers, about staff members who have been separated for misconduct, or who have separated whilst an investigation and/or disciplinary process for misconduct is underway; and such persons may be prohibited from employment with the United Nations.
•The Agency will immediately disqualify applicants who are ineligible for any reason in accordance with the Agency regulatory framework.
•UNRWA is funded almost entirely by voluntary contributions from UN member states, regional bodies, business foundations and individual contributions. The mission of UNRWA is to help Palestine refugees achieve their full potential in human development under the difficult circumstances in which they live.
•Applications from UNRWA staff member who had been demoted with deferred eligibility for promotion will not be considered.
•Applications from Staff members who were recipients under the Early Voluntary Retirement or Exceptional Voluntary Separation Schemes will not be considered.
•Applications from Internal candidate serving for less than one year in their current post will not be considered.
•The Agency reserves the right not to make an appointment, to make an appointment at a lower grade, to make an appointment with a modified job description, or to change the contract Modality.
•UNRWA reserves the right to proceed only with internal candidates or proceed with candidates of an under-represented gender for any vacancy announcement when it determines that the short-list for a single post at any grade level is excessively long.
•A candidate is not eligible for consideration if he or she was short-listed and found not suitable for the same post within the previous 12 months unless the post description has since been altered by 30% or more, as determined by ODCS.

United Nations Considerations

Staff members are subject to the authority of the Commissioner-General of UNRWA and to assignment by him or her.
UNRWA is committed to achieving gender parity at all levels of staffing under the current UN-wide gender agenda and strongly encourages applications from qualified applicants from under-represented groups.
At UNRWA, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. UNRWA is committed to creating a diverse and inclusive environment of mutual respect. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
UNRWA Considerations
UNRWA staff are expected to uphold the highest standards of efficiency, competence, neutrality, impartiality and integrity. This includes respect for and commitment to human rights, diversity and non-violent means of dealing with all kinds of conflict. Only persons who fully and unconditionally commit to these values should consider applying for UNRWA jobs. Candidates will not be considered for employment with UNRWA if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. The Agency may disqualify applicants who have separated for reason of misconduct, who left a UN Agency while misconduct processes were pending, or who appear on the UN Sanctions List.
UNRWA is a non-smoking work environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
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 internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira 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.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.