Human Resources Assistant

Org. Setting and Reporting

This position is located in the Human Resources Section (HRS), Executive Office, Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention, and facilitate sustainable solutions.

This position is in New York and reports to the Human Resources Officer. Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties:

•Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities for satisfactory medical clearance, travel arrangements and visa requests,, calculating salaries and related benefits, and preparing and dispatching offers of appointment and statement of emoluments through INSPIRA as well as offline. •Coordinates the release/reporting of selected candidates by liaising with the staff member/applicant and relevant UN offices, preparing release requests •Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements. •Coordinates with counterparts on separation of staff members and initiates e-Clearances and related actions; processes separation and related entitlements; calculates estimates of termination indemnities and related entitlements for staff members separating on termination •Reviews and processes personnel actions related to appointment, movement, entitlements leave and separation through Umoja. •Advises staff on visa matters. •Reviews and processes requests for entitlements and claims including dependency allowance, education grant and mobility and related allowance; responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations •Maintains Umoja entitlements reference tables. •Assists in the organization and conducts of training courses and workshops. •Provides information on training opportunities to Administrative Assistants and counterparts in client department whenever needed. •Conducts exit interviews for separating staff and assists him/her in final arrangements. •Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports. •Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in Umoja, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc. •Prepares written response to queries concerning HR related matters. •Trains and provides supervision to new and lower-level staff in the unit. •Performs other duties as required. Competencies

• PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and 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.

• 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. • 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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or ECA, ESCWA, UNOG, UNOV, ICTR or ICTY.

Work Experience

At least seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required. At least three (3) years of experience in the application of rules and regulations covering entitlements, benefits and contract administration within the United Nations Common System or similar international organization is required. Experience using the HR administration modules in Umoja, SAP or similar ERP tool within the UN Secretariat, UN Common System or other international organization is required. Experience with recruitment platforms, preferably Inspira is desirable. HR experience within an Executive Office or similar setting is desirable.

Languages

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 desirable.

Assessment

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

Special Notice

• 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.

• Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the funds. • 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. • 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. Deadline for Application: Tuesday, 7 July 2020 More Information and Application details.

Tags: Coordination of Humanitarian Affairs (OCHA)