Org. Setting and Reporting
The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Human Resources Services Division (HRSD) provides dedicated services in support of human resources requirements of client entities, from process development through service delivery. The Division establishes and manages rosters across all job families, organizes testing and examinations, provides operational support and other advisory service for clients for the full spectrum of their delegated authorities, and supports managers and business partners in the use of non-staff personnel. The Staffing Service (SS) offers expertise in the areas of talent acquisition and innovation, testing and examinations, operational workforce planning and organizational design across UN Secretariat entities. SS is also responsible for the development and administration of various competitive examinations and tests used for talent selection. It is responsible for the United Nations Secretariat flagship assessment, the Young Professionals Exam. The incumbent will primarily supports SS and its clients in connection with the administration of examinations and will report to the Human Resources Officer or equivalent.
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. • Maintains UMOJA entitlements reference tables. • 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.
Competencies
Education
High school diploma or equivalent is required.
Job - Specific Qualification
Not available.
Work Experience
A minimum of five years of experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience in Excel for data management and creating reports is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice
United Nations Considerations
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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.
No Fee
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.
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