Human Resources Assistant

Job Posting Organization:
The position is located in the Client Support and Special Situations Section (CSSSS) within the Division for Special Activities (DSA) in the Department of Operational Support (DOS) at United Nations Headquarters in New York. The DOS was established to provide operational advisory services to various entities across the Secretariat, including departments, offices away from headquarters, field missions, and regional commissions. The DSA oversees a range of specialized operational capacities and is responsible for supporting start-up, surge, transition, and liquidation requirements. It also provides crisis preparedness and support at all duty stations, working collaboratively with counterparts across DOS and other UN entities to ensure effective and rapid support for deployment, establishment, transition, and liquidation of client entities. The CSSSS is dedicated to providing essential operational and administrative support to staff and families affected by critical incidents or crises.

Job Overview:
The Human Resources Assistant will play a vital role in the recruitment and administrative processes within the organization. This position involves participating in the selection of candidates for various positions, including evaluating applications, preparing candidate profiles, conducting preliminary interviews, and managing roster searches for vacancies. The assistant will also be responsible for initiating and following up on reference checks and academic verifications, ensuring that all pre-recruitment formalities are completed, and calculating salaries and related benefits. Additionally, the role includes organizing competitive recruitment examinations, maintaining vacancy announcement files, and processing personnel actions through the UMOJA system. The assistant will provide advice on visa matters, review requests for entitlements and claims, and assist in the organization of training courses and workshops. The position requires maintaining HR-related automated systems, conducting research on HR issues, and providing general office support services. The Human Resources Assistant will also be involved in reviewing existing regulations and policies to ensure they are fit for purpose during various operational phases, and will liaise with the Department of Management Strategy, Policy and Compliance (DMSPC) to address any challenges or gaps identified.

Duties and Responsibilities:
The Human Resources Assistant will be responsible for a wide range of duties, including:

• Participating in the selection process for candidates, which involves evaluating applications, preparing candidate profiles, conducting preliminary interviews, and managing roster searches for vacancies.
• Assisting in the filling of posts by initiating and following up on reference checks and academic verifications, ensuring completion of pre-recruitment formalities, calculating salaries and benefits, and preparing offers of appointment.
• Organizing and coordinating competitive recruitment examinations.
• Maintaining vacancy announcement files and tracking the status of announcements.
• Processing personnel actions through the UMOJA system.
• Advising staff on visa matters and reviewing requests for entitlements and claims.
• Conducting research and preparing written responses to HR-related queries.
• Assisting in the organization and conduct of training courses and workshops, providing logistics and administrative support to trainers.
• Reviewing and processing requests for classification and providing advice on classification procedures. 1
• Maintaining HR-related automated systems and preparing periodic reports. 1
• Undertaking research on HR issues and assisting in the preparation of notes and reports. 1
• Providing general office support services, including drafting and finalizing correspondence, budget preparation, and maintaining files and records. 1
• Reviewing existing regulations and policies to ensure they are suitable for various operational phases and liaising with DMSPC on exceptions to policies. 1
• Monitoring issues and data related to conditions of service and supporting offices in the absence of Delegation of Authority (DOA). 1
• Performing other duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of progressively responsible experience in human resources management, administrative services, or a related area is required. For candidates with a first-level university degree or higher, the minimum years of relevant experience is reduced to five. Experience in implementing human resources policies, regulations, and rules is essential, as well as experience using an enterprise resource planning (ERP) system such as UMOJA or SAP. Experience with HR recruitment and onboarding systems, such as Inspira, is desirable, along with experience in an international organization and advising clients in human resources administration.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. There are no specific job-specific qualifications mentioned, but a first-level university degree or higher may reduce the required years of experience.

Experience:
The position requires a minimum of seven years of progressively responsible experience in human resources management, administrative services, or a related area. This requirement is reduced to five years for candidates who possess a first-level university degree or higher. Relevant experience in implementing human resources policies and using ERP systems is also necessary.

Languages:
English is required 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 English is the mandatory language for this job opening.

Additional Notes:
This position is temporarily available until 30 September 202

• If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. This temporary assignment may provide the successful applicant with an opportunity to gain new work experience, but it does not guarantee future incumbency of the post. The position is subject to local recruitment, and applicants must be authorized to work in the country where the position is located. Staff members subject to local recruitment are not eligible for international recruitment allowances or benefits. The position may be limited to candidates based at the duty station, and it may also be restricted to internal candidates. The United Nations does not charge a fee at any stage of the recruitment process.