Human Resources Assistant

Vor 2 Tagen

Genf, Schweiz United Nations Institute for Training and Research Vollzeit

Leaflet | Produced by United Nations Geospatial

In accordance with the UN Rules and Regulations. Depending on professional background and experience, the Executive Director reserves the right to appoint a candidate at a level lower than the advertised level of the post.

Accountabilities:

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

  • Assist in the preparation of HR related surveys, statistics, and reports by:
  • Preparing HR related reports under minimum supervision.
  • Conducting research on various HR related matters within and outside the UN system, and updating rules, procedure tables and databases.
  • Assist in the recruitment and contract management by:
  • Processing applications for vacancies, including reviewing vacancy requests, preparing vacancy announcement, reviewing applications, ensuring and monitoring the transfer of files of candidates between offices, organizing interviews.
  • 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.
  • Preparing and presenting relevant documentation required for recruitment to the Appointment and Promotion Board and answering queries.
  • Assisting with onboarding and separation processes and entitlements.
  • Preparing personnel actions in Quantum.
  • Managing UNITAR e-Recruitment tool, and contributing to the development of other HR management tools.
  • Reviewing contract requests and preparing contracts for Staff, Fellows, Consultants, Individual Contractors, Trainees, and Collaborators in accordance with UN rules and regulations using Quantum, as appropriate.
  • Assist in the HR administration by:
  • Reviewing and processing requests for staff entitlements and claims.
  • Reviewing and processing data pertaining to conditions of service in Quantum.
  • Maintaining staff official status file, and other HR related files.
  • Preparing professional staff and general service staff’s monthly payroll data for validation.
  • Providing guidance/training for new Staff and Fellow on the use of e-Service in Quantum.
  • Reviewing requests for badges, cartes de légitimation, UN Laissez-passer and UN certificate in accordance with UN rules and regulations.
  • Preparing attestations/certificates for Staff, Fellow, and Collaborators.
  • Performing a variety of office administrative duties, including managing office supplies and equipment, drafting and processing a variety of correspondence and other communications, etc.
  • Performing other duties as required.
  • Assist in the Staff development and career support training by:
  • Assisting in the organization and conduct of training courses and workshops.
  • Providing logistics and administrative support to trainers.
  • Drafting TORs for consultants.
  • Preparing training certificates.
Work implies frequent interaction with the following:
  • Staff at large, Managers, Directors
  • Applicants/General Public
  • Human Resources Officers/Administrative Officers/Training Officers/Executive Officers in the UN Secretariat
  • Counterparts in other UN agencies
  • Missions
Results Expected:
  • Provision of reliable research, administrative and general office support services.
  • Processing work and requisite follow-up with minimal supervision, seeking advice from and/or reporting to supervisor as needed.
  • Ensuring the accuracy and completeness of documentation submitted by candidates, staff and offices.
  • Accurate preparation of reports.
  • Consistent application of appropriate policies, rules, guidelines, procedures and practices.
  • Effective delivery of a wide range of administrative and office support functions under moderate supervision.
  • Establishment of effective working relationships with internal and external contacts at all levels.
Professionalism:

Knowledge of Organization’s human resources policies, procedures and practices, and ability to apply them in an organizational setting; ability to identify issues, formulate opinions, make conclusions and recommendations; demonstrated use of initiative and ability to make appropriate linkage in work requirements and anticipate next steps; shows pride in work and in achievements; demonstrates professional competence 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.

Education:

Completion of high school or equivalent diploma.

Experience:

At least five (5) years of human resources administration experience, preferably within the United Nations or international environment in the field of human resources management, administration, or other related fields. The minimum years of relevant experience is reduced to 3 years for candidates who possess a first-level university degree or higher.

Language:

Fluency in English and French; knowledge of Spanish is desirable.

Special Notice:

UNITAR is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.

English and French are the two working languages of UNITAR. Priority will be given to the applicants from the under-represented regions at UNITAR. There will be a probation period of 3 months.

UNITAR staff members are subject to the authority of the UNITAR Executive Director and their appointments are limited to service with the Institute.

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