Senior Human Resources Assistant

Job Posting Organization:
The position is located within the Common Administrative Platform at United Nations Headquarters, known as the One Executive Office (One EO), under the Division of Administration in the Department of Operational Support (DOS). The One EO was initiated as part of the UN80 reform initiative, which began its transition phase on January 1, 202

• This initiative aims to consolidate common administrative functions across various Secretariat entities into unified service platforms. The One EO is responsible for providing a comprehensive range of administrative and operational services required by New York-based Secretariat client entities to fulfill their mandates. These services include human resources management, financial administration, travel, and general administrative support, all while adhering to the delegation of authority framework and ensuring compliance with established regulations, rules, policies, guidelines, and procedures. The positions are situated in the Clients desks and Specialized desks of the OneEO/CAP New York, and the Senior Human Resources Assistant will report directly to the Chief of Unit/desk.

Job Overview:
The Senior Human Resources Assistant plays a crucial role in providing technical and administrative support across various HR functions, including recruitment, staff administration, and HR operations. The position requires ensuring accuracy, compliance, and timely service delivery in all HR-related activities. The responsibilities include identifying upcoming vacancies in coordination with client offices, supporting the planning and initiation of recruitment actions, and providing guidance to Hiring Managers on the Staff Selection System and related practices. The role also involves assisting in the administration of examinations and assessments, screening applications, preparing candidate summaries, and servicing interview panels. Additionally, the Senior Human Resources Assistant maintains recruitment files, tracks vacancy statuses, compiles recruitment data, and monitors timelines to support service delivery standards. The position also encompasses staff administration, including onboarding processes, processing personnel actions, and providing guidance on visa-related matters. The Senior Human Resources Assistant is expected to support client entities in ensuring policy compliance and to monitor conditions of service matters, providing advice and support as needed. Furthermore, the role includes general HR administration tasks, such as conducting training sessions, mentoring junior HR staff, and supporting audits and reviews by oversight bodies.

Duties and Responsibilities:
The Senior Human Resources Assistant is responsible for a wide range of duties, including but not limited to:

• Recruitment and Classification: - Identifying upcoming vacancies and coordinating with client offices. - Supporting recruitment planning and providing guidance to Hiring Managers. - Assisting in the administration of examinations and assessments. - Screening applications and preparing candidate summaries. - Servicing interview panels as needed. - Maintaining recruitment files and tracking vacancy statuses. - Compiling recruitment data and monitoring timelines. - Assisting in processing classification requests and responding to queries. - Preparing documentation for classification reviews and appeals.
• Staff Administration and Entitlements: - Supporting onboarding processes, including Offers of Appointment and travel entitlements. - Initiating reference checks and academic verifications. - Ensuring completion of clearance requirements and contractual documentation. - Providing guidance on visa-related matters. - Processing personnel actions in Umoja and ensuring compliance. - Handling staff claims for entitlements and benefits. - Maintaining reference data related to entitlements in Umoja. - Advising on human resources policies and regulations. - Monitoring conditions of service matters and alerting supervisors to issues. - Conducting exit interviews and providing support for separation actions.
• General HR Administration: - Supporting briefings for staff on onboarding and separation procedures. - Assisting in training sessions for junior HR staff. - Providing guidance and mentorship to new HR staff. - Utilizing HR data and reporting tools for analytics and reporting. - Maintaining automated databases and centralized filing systems. - Conducting research on HR procedures and preparing summaries. - Drafting and formatting correspondence for review. - Monitoring deadlines and supporting workflow coordination. - Preparing draft responses to HR-related queries. - Supporting audits and reviews by providing data and clarifications. - Identifying and resolving diverse HR issues as they arise. - Monitoring staffing tables and providing policy advice. - Coordinating special HR projects and leading teams as required.

Required Qualifications:
The position requires a high school diploma or equivalent as a minimum educational qualification. Additionally, candidates must possess a minimum of ten years of progressively responsible experience in human resources management and administrative services. However, this requirement is reduced to eight years for candidates who hold a first-level university degree or higher. Experience in the administration of a broad range of entitlements and benefits using an organizational policy framework and an Enterprise Resources Planning system (ERP), such as Umoja (SAP) or similar, is essential. Candidates should also have at least two years of experience in job classification and the staff selection process, including the use of enterprise systems like Inspira or similar. Desirable qualifications include experience in talent sourcing, analysis, modeling, reporting, and interpretation of data to support decision-making, as well as experience in creating dashboards using tools like Power BI.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement of eight years instead of ten.

Experience:
Candidates must have a minimum of ten years of progressively responsible experience in human resources management and administrative services. This requirement is reduced to eight years for those with a first-level university degree or higher. Relevant experience in the administration of entitlements and benefits using an ERP system is required, along with at least two years of experience in job classification and staff selection processes.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, but proficiency in French is not mandatory for this position.

Additional Notes:
This position is available for an initial period of one year, with the possibility of extension subject to the availability of funds. It is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in New York. Eligible applicants selected from outside the duty station will be responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The organization emphasizes the importance of diversity and inclusion in its workforce and provides reasonable accommodations for applicants with disabilities upon request.