Senior Human Resources Assistant

Grade

GS5

General Service

Reason

Temporary > Temporary Assignment/ Appointment

A (least hardship)

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2024-08-15

2025-02-14

July 28, 2024

Standard Job Description

Senior Human Resources Assistant

Organizational Setting and Work Relationships
Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR).

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties
– Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff.
– Process local staff members’ contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures.
– Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office.
– Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations.
– Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations
– Assist with shipment of their personal effects in coordination with the logistics section.
– Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency.
– Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records.
– Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.
– Initiate routine correspondence on HR matters for the authorizing officer’s approval.

– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
– Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses
Secretarial Administrative
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.

Desirable
Field experience with UNHCR and/or with other humanitarian organizations is an asset.
High IT affinity and working experience of PeopleSoft/MSRP.

Functional Skills
IT-Computer Literacy
PG-Resource planning
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
HR-PeopleSoft Human Capital Management
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-Enterprise Resource Planning (ERP)
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

The UNHCR Rwanda operation in Kigali oversees the country office in Kigali, one sub-office, three field offices and two field units. The Senior Human Resources Assistant provides HR guidance and implementation in the areas of operational support, workforce planning, assignments and talent acquisition, HR policy implementation and duty of care in the area of responsibility (AOR). The incumbent maintains employee confidence and protects the organization and its workforce by keeping human resources information confidential.
The Senior Human Resources Assistant is supervised by the HR Officer. The supervisor provides the incumbent with regular guidance. The incumbent works independently on regular assignments with an oversight from the supervisor, assisting him/her in recruitment, and administration of local and affiliate staff, as well as other HR related matters. He/she will be the assisting the focal point in administering medical insurance claims of locally recruited staff.
For this position, excellent organizational and communication skills are needed coupled with relevant HR experience including knowledge of recruitment, personnel administration, and medical insurance claim processing. The incumbent is expected to be proactive, and client oriented. Knowledge of French, and previous experience in UN agencies or INGOs are desirable. The contract will be initially for 6-months with the possibility of an extension.

This position doesn’t require a functional clearance

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Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), HR-PeopleSoft Human Capital Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

Certifications

Administration – Other, Secretarial – Other

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