Human Resources Assistant
vor 2 Wochen
Vacancy no.: GENEVA/GS/2025/03
Publication date: 27 March 2025
Application deadline (midnight Geneva time): 27 April 2025
Job ID: 12907
Department: HRD
Organization Unit: HR/MSA
Location: Geneva
Contract type: Fixed Term
The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates *
The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to E-Mail schreiben.
Applicants may be tested to assess skills in Microsoft Word, Excel and/or PowerPoint, or other skills. In addition to any interview or testing that may be requested of candidates, successful completion of the Assessment Centre is required for external candidates.
*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 78,737.00 CHF yearly.
Introduction
The position is located in the Human Resources Management Support and Analytics Unit (HR/MSA) of the Human Resources Development Department (HRD). HRD is the central authority on human resource matters in the ILO. The Department seeks to align the Offices' human resources capacity with the strategic objectives of the Organization to ensure that it can carry out its mission effectively. The Director of HRD is assisted by a Management Support and Analytics Unit (HR/MSA) for work planning, budget and financial control, central support services, HR data analytics and the coordination of the preparation and production of oversight documents.
The position will provide essential support functions for the daily HR operations within the ILO's Enterprise Resource Planning (ERP) system, maintain key HR data as well as perform a variety of administrative functions in the area of Human Resources requiring the use and application of ILO rules, regulations, policies, procedures and processes (applicable standards).
The position will report to the Head of the HR/MSA Unit.
Specific Duties
1. Collect, verify and enter leave calendars for the ILO field offices and headquarters in the ERP system.
2. Assist the Supervisor with IPSAS activities by preparing statistical data for reporting purposes.
3. Monitor HR data exception reports from the ERP system, assist in identifying common discrepancies, liaise with colleagues in HR and field offices for corrections. Provide support and perform data corrections in the ERP system ensuring compliance with ILO Staff Regulations and policy documents.
4. Assist in creating and maintaining positions and HR position hierarchy, including replying to Position Manager mailbox requests during the absence of the colleagues in charge of this area.
5. Process and follow up on transactions in the ERP system, including personnel actions, purchase orders and travel authorizations.
6. Contribute to the preparation of new HR data exception reports and provide input to the improvement of the existing monitoring processes.
7. Assist with the provision of first-level user support for the ILO's Talent Management System using an issue tracking software, by monitoring requests, responding to standard inquiries and escalating complex requests as needed.
8. Perform other relevant duties as assigned.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
Generic Duties
1. Initiate actions relating to changes in staff status, examine and process personnel action documents, obtain clearances and complete necessary forms, and follow up with related personnel and administrative services accordingly.
2. Draft correspondence and personnel actions on a range of standard personnel matters as required.
3. Verify and update staff personal data and incorporate information into staff files and automated specialized databases. Maintain staff files and compile data for the preparation of statistics.
4. Provide information to staff on HR procedures, benefits and entitlements.
Education
Completion of secondary school education.
Experience
At least five years of relevant experience. A minimum of three years of hands-on user experience with an ERP system is required.
Languages
Excellent command of one working language (English, French, Spanish) of the Organization and a working knowledge of a second working language.
Competencies
In addition to the ILO core competencies, the following is required:
Ability to interpret and work within the applicable rules, regulations, policies and procedures. Ability and skills to maintain official files and records. Ability to extract and evaluate relevant personnel data and information. Ability to check information and correct errors and omissions in contracts, official documents or databases. Ability to apply and explain the staff rules and regulations. Good time management skills. Good drafting skills. Attention to detail. Problem solving skills. Ability to work as part of a team. Good interpersonal and communication skills. Tact and discretion. Good level of ability to work with an ERP system. Proficient in the use of computer software packages, such as Office 365 (Word, Excel, PowerPoint, Teams). Ability to quickly grasp and work efficiently with a minimum of training assistance with office tools, IT software, systems, applications and web-based platforms. Ability to work effectively in a multicultural environment and to demonstrate and model gender-responsive, non-discriminatory and inclusive behaviour and attitudes.
Recruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit ILO People. The system provides instructions for online application procedures.
Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 1 to 3 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.
Fraud warning
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account E-Mail schreiben - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.
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