Human Resources Assistant

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, fostering decent work opportunities for all. The organization operates in over 180 countries and employs thousands of staff members dedicated to improving labor conditions and promoting rights at work. The ILO is committed to diversity and inclusion within its workforce, encouraging applications from qualified women, men, and individuals with disabilities.

Job Overview:
The Human Resources Assistant position is situated within the Human Resources Development (HRD) department, specifically in the HR Management Support and Analysis (HR/MSA) unit. This role is crucial for the daily operations of human resources within the ILO's Enterprise Resource Planning (ERP) system. The HRD department serves as the central authority for human resources within the ILO, striving to align human resource capabilities with the strategic objectives of the organization. The successful candidate will be responsible for maintaining key HR data, executing various administrative functions, and ensuring compliance with ILO rules, regulations, and policies. The position requires a proactive approach to support HR operations and contribute to the overall effectiveness of the organization.

Duties and Responsibilities:

• Collect, verify, and input leave schedules from field offices and the ILO headquarters into the ERP system.
• Assist the supervisor with IPSAS activities by preparing statistical data for reporting purposes.
• Monitor exception reports on HR data from the ERP system, help identify discrepancies, and liaise with HR colleagues and field offices for corrections. Provide support and make data corrections in the ERP system while ensuring compliance with ILO personnel regulations and policies.
• Aid in the creation and updating of HR positions and hierarchy, responding to requests in the absence of colleagues responsible for this area.
• Process and track transactions in the ERP system, including personnel actions, purchase orders, and travel authorizations.
• Contribute to the preparation of new exception reports on HR data and assist in improving existing tracking processes.
• Provide first-level assistance to users of the ILO talent management system using a problem-tracking software, monitoring requests, responding to standard inquiries, and escalating complex requests as necessary.
• Perform other relevant tasks as needed. These specific tasks complement the generic description established by the ILO for this position, which includes initiating personnel status change actions, reviewing and processing personnel action documents, obtaining necessary approvals, and following up with staff and administrative services accordingly.
• Draft correspondence and personnel management acts on various routine personnel matters. 1
• Verify and update personnel data, integrating information into personnel files and automated specialized databases. Maintain personnel records and compile data for statistical reporting. 1
• Provide information to staff regarding HR procedures, benefits, and rights.

Required Qualifications:
Candidates must possess a secondary education diploma. Additionally, at least five years of relevant experience is required, with a minimum of three years of practical experience using an ERP system. The role demands a strong understanding of HR processes and the ability to work within established regulations and policies. Candidates should demonstrate excellent organizational skills, attention to detail, and the ability to manage multiple tasks effectively.

Educational Background:
The minimum educational requirement for this position is a secondary education diploma. This foundational education is essential for understanding the administrative and operational aspects of human resources management within the ILO framework.

Experience:
Candidates should have a minimum of five years of relevant experience in human resources or a related field. This experience should include at least three years of hands-on experience with an ERP system, which is critical for managing HR data and processes effectively. The role requires familiarity with HR practices and the ability to navigate complex regulatory environments.

Languages:
Proficiency in one of the ILO's working languages (English, French, or Spanish) is mandatory, along with practical knowledge of a second working language. This linguistic capability is essential for effective communication within the diverse international environment of the ILO.

Additional Notes:
The position is a fixed-term contract, and candidates must possess valid residency status in Switzerland or currently reside in neighboring France to be eligible for employment. The ILO emphasizes diversity in its workforce and encourages applications from qualified individuals regardless of gender or disability status. The starting salary for this grade is 78,737 CHF per year. All candidates must complete an online application form, and the recruitment process may include written assessments and interviews, typically occurring one to three months after the application deadline. The ILO does not charge any fees during the recruitment process and advises candidates to be cautious of fraudulent communications.