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Job Opening

Posting Title: Human Resources Assistant, G5
Job Code Title: HUMAN RESOURCES ASSISTANT
Department/Office: Economic Commission for Latin America and the Caribbean
Duty Station: SANTIAGO
Posting Period: 12 October 2017 - 10 November 2017
Job Opening Number: 17-Human Resources-ECLAC-86811-R-Santiago (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

- This position has a limited duration of only one year with no expectation of renewal.
- Appointment for positions in the General Service category is done on a local basis. Applicants shall be recruited in the country or within commuting distance of the office, irrespective of nationality and length of time the candidate may have been in the country. Applicants will be responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.
- A staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.
- Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
- The expression "Internal candidates", shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position.
- The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
- For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.

Org. Setting and Reporting

This position is located in the Staff Administration Unit, Human Resources Section of the Economic Commission for Latin America and the Caribbean.The Human Resources Assistant reports to the Human Resources Officer.

The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region's economic and social development. Its mission includes supporting the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.

Responsibilities

Under the overall supervision of Human Resources Officer, the Human Resources Assistant will be responsible for the following duties:

RECRUITMENT AND PLACEMENT
• Assists in the filling of posts, including initiating offers of appointment, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments, using the Offer Management module in Inspira.
• Coordinates with the Travel Unit and Protocol Unit and selected candidates on travel arrangements, visa matters and shipment of personal effects.
• Prepares Onboarding personnel actions.

ADMINISTRATION OF ENTITLEMENTS
• Reviews and processes requests for entitlements and claims. Reviews new requests for Education Grant for the initial quality control, and follows up on pending documentation and claims. Prepares reports on Education Grant advances due for recovery.
• Reviews and approves entitlement travel.
• Assists in the review and processing of data pertaining to conditions of service.

STAFF DEVELOPMENT AND CAREER SUPPORT TRAINING
• Assists in the organization and conduct of training courses and workshops.
• Provides logistics and administrative support to trainers.

GENERAL
• 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. Collaborates with special projects such as salary surveys, housing surveys, and place to place surveys, as well as the Continuing Appointments reviews.
• Maintains automated database containing HR related statistics and prepares periodic reports, using Umoja. Performs the role of Global Index Database Administrator to approve new index number requests or confirm existing index numbers.
• 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.). Acts as Senior Time Administrator to answer inquiries on time management, absence quotas, and leave requests. Follows up on monthly and annual time statements and reports.
• May provide guidance/training to less experienced staff.
• Performs other duties as required.

Competencies

PROFESSIONALISM: Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting; knowledge of Umoja personnel management module and Inspira offer management module is required; demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps; advanced knowledge of Excel; 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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.

Education

High school diploma or equivalent is required.

Work Experience

At least five years of experience in human resources management, administrative services or related area are required. Experience in the human resources area is required. Experience administrating a broad range of entitlements and benefits using ERP systems such as SAP is desirable. Experience in data analysis or reporting on HR metrics is desirable. Experience within the United Nations Common System or other international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, advanced knowledge of Spanish and English is required. Knowledge of the second language (English/Spanish) will be tested, unless it can be supported by a certificate from a recognized institution.

Assessment

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

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

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