Overview
The Human Resources Assistant will be responsible for carrying out onboarding processes, monitoring contract expirations, processing staff movements, and assisting with recruitment and placement activities within the United Nations Joint Staff Pension Fund.
Tasks Summary
- Carry out onboarding processes of selected candidates, conduct inductions for new staff members, process Personnel Actions (PA) and issue Letters of Appointment (LOA).
- Monitor contract expiration dates and process requests and actions related to contract extensions; conduct eligibility review of staff for contract conversion.
- Process temporary and permanent staff movements and related administrative actions, including those related to inter-agency agreements.
- Process checkout and related separation personnel actions.
- Assist with the collection and analysis of data as well as preparation of data presentations and reports for information-sharing, responding to queries, knowledge management, planning and decision-making.
- Review and prepare submissions of documentation to the Pension Fund relating to enrollments and awarding of disability benefits.
- Advise staff on entitlements and benefits and process them in the system.
- Review and approve time and attendance requests (parental leave, certified sick leave (CSL), special leave without pay (SLWOP)).
- Monitor implementation and compliance with existing regulations and rules through review of PAs processed in the Enterprise Resource Planning (ERP) system; monitor ECC reports and staffing tables for a variety of human resources activities.
- Participate in the selection of candidates for secretarial, clerical and related categories positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short lists of candidates.
- Assist 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, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
- Assist in the recruitment of non-staff (consultants and individual contractors and interns).
- Assist in organizing and coordinating competitive recruitment examinations.
- Oversee the maintenance of vacancy announcement files and tracking status of vacancy announcements.
- Review and process personnel actions utilizing Umoja.
- Advise staff on visa matters.
- Interact with staff seeking information or services on human resources-related issues.
- Draft and/or process a variety of correspondence and other communications.
- Draft correspondence on matters related to legal issues or cases and provide inputs and information for the formulation of office responses to the Management Advice and Evaluation Section (MAES) and the United Nations Dispute Tribunal (UNDT).
- Maintain human resources-related statistics and prepare periodic reports as required.
- Maintain human resources records in both hard copy and electronic formats.
- Perform other relevant tasks as assigned.
Experience Requirements
- A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required.
- The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
- Experience in the application of human resources policies, regulations and rules is required.
- A minimum of four (4) years of experience in using Enterprise Resource Planning (ERP) systems, such as Umoja is required.
- A minimum of four (4) years of experience in administration of staff entitlements is desirable.
- Working experience in organizational talent management systems, such as Inspira or equivalent, is desirable.
- One (1) year or more of experience in data analytics or HR reporting is desirable.
Qualification Requirements
High school diploma or equivalent is required.
