These positions are located in the Executive Office, Department for General Assembly and Conference Management, New York. Human Resources Assistants report to the designated Officer/s.Responsibilities
Within delegated authority, the Human Resources Assistants will be responsible for the following duties:
SUPPORT TO THE DESIGNATED OFFICER ON PLANNING FUNCTION, PERFORMANCE MONITORING, COORDINATION AND ASSOCIATED DAILY TASKS
•Actively review relevant key performance indicators and ensure completion of tasks within established time frames
•In close coordination with designated Officers, perform role of Security Liaison Officer (SLO) and request Umoja access according to delegation of authority
•Support in organizing meetings, formulating agendas and planning presentations
•Provide records and information as requested for Board of Auditors audits, Office of Internal Oversight Services (OIOS) investigations and internal complaint investigations
•Draft emails and communications issued by the Executive Office in compliance with guidelines and directives established in the Secretariat
HUMAN RESOURCES MANAGEMENT
•Participate in recruitment and placement exercises; including screening applications, preparing candidate profiles, supporting interviews
•Review, process and follow-up on actions related to the Administration of the Executive Office’s activities, e.g. recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, support job classification reviews, separation of staff members, training, development of business process analyses and standard operating procedures, etc. whilst ensuring consistency in the application of UN rules and procedures
•Respond to enquiries and provide information and policy advice to staff regarding HR and administrative policies such as conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations
•Monitor staffing table and perform related actions in Umoja Organizational Management
•Prepare and process Umoja travel requests for certification, including processing of exceptional cases
•Prepare periodic reports and relevant statistical data/charts e.g. Compensatory Time Off (CTO) or overtime, broadcast email list, telephone directory
•Undertake research on a range of HR-related issues and assist in the preparation of notes/reports
•Review, monitor and update data of staff in Umoja concerning attendance/absence records
•Provide guidance and organize training on time-related issues and entitlements to staff and counterparts in client offices
•Liaise with Division of Health-Care Management and Occupational Safety and Health (DHMOSH), Time Managers and Senior Time Administrators on relevant matters
•Provide input and feedback for monthly management reports
CONTRACTUAL Service Management
•Assist with day-to-day administration of contracts between the UN and freelancers and individual contractors
•Review the contractors’ invoices against the goods and services provided by the contractor prior to acceptance by the UN
•Process payments of contractors’ invoices
•Prepare and process UN forms as necessary
•Create Umoja purchase orders for goods and services
•Acquire data from primary or secondary data sources and maintain databases.
•Assist with the preparation of reports that provide accurate and timely financial and statistical information.
•Assemble spreadsheets and draw charts and graphs used to illustrate reports.
GENERAL ADMINISTRATION •Ensure electronic filing practices are carried out in line with established standard operating procedure on information management •Train and supervise new and junior staff in the Executive Office •Perform other related administrative duties as required (e.g. operational travel programme, physical space planning, identification of office technology needs)
• PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Ability to research information from a variety of sources. Knowledge of recruitment and the ability to support staffing table management. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
High school diploma or equivalent.Work Experience
• A minimum of seven years of progressively responsible experience in human resources or a related area is required.
• Experience in working with talent Management Systems such as Inspira is required.
• Experience in extracting and analyzing data from ERP systems using Excel, BI/BA tools to prepare reports is required.
• Experience handling large staffing tables, administering contracts and travel to a diverse set of clients in an Executive Office or a similar environment within an international organization is required.
• Experience in coordinating multiple tasks in a complex working environment is desirable.
• Experience supporting Senior Managers is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.Special Notice
These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules.
All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of International Human Rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.