Job Opening

Posting Title: Human Resources Assistant, G5
Job Code Title: HUMAN RESOURCES ASSISTANT
Department/Office: Department of Field Support
Duty Station: NEW YORK
Posting Period: 04 December 2017 - 02 January 2018
Job Opening Number: 17-Human Resources-DFS-89068-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Department of Field Support (DFS) is mandated to provide strategic support for administrative, logistics and technology requirements to all United Nations field missions, including peacekeeping operations and special political missions.

The position is located in the Rapid Response and Travel Section (RRTS), Field Personnel Operations Service (FPOS), Field Personnel Division (FPD), Department of Field Support (DFS).

The Human Resources Assistant reports to the Human Resources Officer and the Chief of Section.

Responsibilities

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, arranging for interviews, and entering data on candidates into the automated roster.
•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.
•Assists in the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions.
•Maintains vacancy announcement files and tracks status of vacancy announcements.
•Coordinates with Executive Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects.
•Prepares agenda and provides relevant documentation required for recruitment related meetings.
•Prepares personnel actions.
•Advises staff on visa matters.

ADMINISTRATION OF ENTITLEMENTS:
•Reviews and processes requests for entitlements and claims.
•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.

CLASSIFICATION:
•Assists in reviewing and processing requests for classification.
•Provides advice and answers general queries on classification procedures and processes.

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.
•Maintains automated database containing HR related statistics and prepares periodic reports.
•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.
•Performs other duties as required; may be required to travel for periods of up to three (3) months at a time.

Competencies

• PROFESSIONALISM: 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.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of progressively responsible experience in human resources management, administrative services or related area is required. Experience in recruitment as well as administration of entitlements is desirable. Experience in providing support to staff and managers in humanitarian/ peace operations in the UN common system or in international or non-profit organizations is desirable. Experience with human resources ERP systems based on SAP, Oracle/PeopleSoft or other similar ERP platforms is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official languages is an advantage.

Assessment

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

Special Notice

- Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

- 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.

-This post is financed by the Support Account for Peacekeeping Operations for a finite period of one year. Extension of appointment will be subject to budgetary approval.

-This position is 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.

- 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, 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 or violations of international human rights law and international humanitarian law.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

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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