HUMAN RESOURCES ASSISTANT

This position is located in the Human Resources Management Service, Division of Administration, United Nations Office at Geneva. The Operations of HRMS comprise of different teams, dealing with recruitment and placement, administration of entitlements and time management. The Human Resources Assistant reports to the Human Resources Officer responsible for one of those Teams.

Within delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and placement: - Processes applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices. - Assists in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments. - Maintains vacancy announcement files and tracks status of vacancy announcements. - Coordinates with Client Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects. - Prepares personnel actions. - Advises staff on visa matters. Administration of entitlements: - Reviews and processes requests for entitlements, allowances and claims including dependency allowance, education grant and mobility and related allowances. - Monitors and approves rental subsidy requests, as applicable. - Liaises with the UN Medical Insurance with regards to staff members' enrolment. - Determines date of entry to the UN Joint Staff Pension Fund, and liaises with them if applicable etc. - Participates in the drafting and maintaining of Umoja reference documentation on the administration of staff benefits and entitlements. - Maintains Umoja entitlements documentation and job aids. - Assists in the review and processing of data pertaining to conditions of service, personal status, family status and more. Time management: - Monitors sick leave cases and approves sick leave for less than 20 days. - Administers long-term sick leave cases and prepares submission of cases for disability. - Processes maternity leave and grants paternity leave quota. - Approves home leave travel, and grants travel time if applicable. Approves rest and recuperation travel. - Processes special leave with and without pay. - Provides guidance and training on time-related issues and entitlements to staff and counterparts in client departments. - Liaises with the Medical Services Section, Staff Counsellor, Payroll, the Pension Fund, counterparts in departments dealing with time issues. General: - Assists in the organization and conduct of training courses and workshops. - Provides general office support services; drafts and/or processes a variety of correspondence and other communications. - Sets up and maintains reference files/records (electronic and paper). - Schedules appointments/meetings, monitors deadlines, etc. - Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. - Maintains automated database containing HR related statistics and prepares periodicreports. - Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices. - Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.). - May provide guidance/training to less experienced staff. - Provides support to Staff members at the HR Client Support Centre by answering HR queries received by emails, phone calls and in-person visits. - Contributes to the organization of HR Ceremonies. - Performs other duties as required.

PROFESSIONALISM: In-depth knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting. 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. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

High school diploma or equivalent is required.

A certificate in human resources management is desirable.

A minimum of five (5) years of experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience in providing support and guidance to staff and managers on human resources issues is required. Experience in the administration and processing of benefits and entitlements in international organizations is required. Experience with human resources Entreprise Resources Planning (ERP) systems, such as SAP or Inspira, is desirable. Experience working within the UN Common system or similar international organizations is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. Either Arabic or Spanish or Russian or Chinese (Mandarin) is desirable.

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.