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 DOS was established to provide comprehensive operational support and advisory services to various entities across the UN Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Division of Administration in New York offers administrative support functions such as human resources, budget, finance, and general administration, as well as facility management and commercial services. The OneEO was created as part of the UN80 reform initiative, which aims to consolidate administrative functions into unified service platforms. This organization is committed to ensuring compliance with established regulations and providing a full range of administrative services to client entities in New York.

Job Overview:
The Human Resources Assistant will play a crucial role in providing administrative and operational support within the Common Administrative Platform. This position involves participating in the recruitment and placement of candidates for various positions, including evaluating applications, conducting interviews, and managing the recruitment process. The assistant will also handle administrative tasks related to entitlements, classification, and general HR inquiries. The role requires a proactive approach to managing HR requests and maintaining effective communication with client entities. The assistant will contribute to the preparation of reports and databases, conduct research on HR-related issues, and provide general office support. This position is essential for ensuring that the HR functions within the organization run smoothly and efficiently, adhering to the established guidelines and procedures.

Duties and Responsibilities:
The Human Resources Assistant will be responsible for a variety of tasks, including:

• Participating in the selection process for candidates, which involves evaluating applications, preparing candidate profiles, conducting preliminary interviews, and managing roster searches.
• Assisting in the recruitment process by initiating reference checks, verifying academic credentials, and ensuring pre-recruitment formalities are completed.
• Organizing and coordinating competitive recruitment examinations.
• Maintaining vacancy announcement files and tracking their status.
• Processing personnel actions through the Umoja system and advising staff on visa matters.
• Reviewing and processing requests for entitlements and claims, as well as maintaining reference tables in Umoja.
• Assisting in the classification of positions and processing related requests.
• Serving as the first point of contact for routine HR matters and coordinating HR requests with Specialized Desks.
• Conducting exit interviews and assisting separating staff with final arrangements. 1
• Preparing reports based on organizational needs and contributing to data collection projects. 1
• Providing general office support, including drafting and finalizing correspondence, monitoring budgets, and maintaining files. 1
• Training and supervising new and lower-level staff in the unit. 1
• Performing other duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Certification as a Human Resources Partner or other relevant HR certification is desirable. A minimum of seven years of experience in human resources management, administrative services, or a related area is required. This experience is reduced to five years for candidates with a first-level university degree or higher. Candidates should have experience in implementing HR policies and regulations, as well as in staff selection processes and the use of HR recruitment systems such as Inspira. Experience in recruitment and administration of benefits for language-category staff is also desirable, along with experience in the United Nations system or similar international organizations.

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 their minimum experience requirement reduced, indicating that higher education is valued in this role. Job-specific qualifications, such as certification in Human Resources, are considered advantageous and may enhance a candidate's profile.

Experience:
The position requires a minimum of seven years of relevant experience in human resources management or administrative services. For candidates with a first-level university degree or higher, the required experience is reduced to five years. Candidates should have a solid background in implementing HR policies and regulations, as well as experience in recruitment processes and the administration of benefits and entitlements. Experience within the United Nations system or similar international organizations is highly desirable, as it indicates familiarity with the unique operational context of the UN.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, and while it is not mandatory for this position, proficiency in French may be considered an asset. Candidates should refer to the UN Language Framework for specific language skill requirements.

Additional Notes:
This position is funded by the Regular Budget and is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in New York. Those 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 position is temporary and may have specific conditions regarding the mandatory age of separation for applicants. The United Nations is committed to diversity and inclusion in its workforce and encourages applications from all qualified individuals, regardless of gender identity, sexual orientation, race, or disability. Reasonable accommodations may be provided for applicants with disabilities upon request.