Overview
The Human Resources Assistant will support the Human Resources Management Service in administering contracts, staff movements, benefits, and entitlements. The role involves processing personnel actions, responding to queries, and maintaining HR records.
Key Responsibilities
- Carry out on-boarding processes of selected candidates, process personnel actions (PAs), issue Letter of Appointment, monitor contract expiration dates and process contract extension requests.
- Process temporary and permanent staff movements and related administrative actions, including those related to inter-agency agreements.
- Process off-boarding actions for separating staff and related separation personnel actions.
- Assist staff with documentation related to benefits and entitlements by providing guidance on requirements, sharing standard forms, reviewing submissions for accuracy and completeness, and following up on missing or inaccurate information prior to processing actions in relevant systems.
- Maintain the personal status of staff members and administer/monitor entitlements related to dependents.
- Respond to a range of queries on staff benefits and entitlements, providing guidance based on established policies.
- Review supporting documentation and process entitlement-related actions in the ERP system.
- Process travel requests (home leave, family visit, education grant travel) in accordance with policies and procedures.
- Review and approve time and attendance requests, including parental leave, sick leave, special leave, Rest and Recuperation (R&R), etc., ensuring accuracy and completeness.
- Identify inconsistencies and escalate issues to the supervisor or Operational Support Desk (OSD) when required.
- Monitor submission of required annual declarations and follow up as needed; review and prepare submission of documentation related to health/life insurance and Joint Staff Pension fund.
- Monitor implementation of staff benefits and entitlements in compliance with existing rules and regulations through review of personnel actions.
- Assist with the collection and analysis of data, as well as its presentation for knowledge sharing and decision making, by extracting and reconciling data from Umoja and related systems, ensuring data integrity, and identifying discrepancies and areas requiring management attention.
- Maintain tracking tools and ensure HR records are up to date.
- Assist with visualizations and updating information material such as web pages or brochures.
- Participate in special human resources projects and ad hoc clean-up exercises, as needed, by independently reviewing and reconciling HR records, resolving inconsistencies, updating data in relevant systems, coordinating inputs with stakeholders, and delivering timely, accurate contributions to project outputs.
- Guide and supervise junior staff in the section.
- Perform other relevant duties as required.
Required Experience
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 by two (2) years for candidates with a first-level University degree. At least five (5) years of experience in administering staff benefits and entitlements for internationally recruited staff in the UN Common System or similar international organization is required. At least two (2) or more year of experience working with an Enterprise Resources Planning (ERP) system, such as Umoja or SAP is desirable. Work experience of one (1) year or more in data analytics or related area is desirable.
Qualifications
Completion of a high school diploma or equivalent is required. Training in human resources or administration is desirable. Good knowledge of UN HR rules and procedures and HR systems (e.g. Umoja) is desirable.
