Overview
The Human Resources Assistant will support the Human Resources Management Service by administering contracts, staff movements, benefits, and entitlements.
Key Responsibilities
- Carry out onboarding processes of selected candidates, process personnel actions (PAs), issue Letters 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 in accordance with policies and procedures.
- Review and approve time and attendance requests, including parental leave, sick leave, special leave, overtime 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.
- 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.
- Perform other relevant duties as required.
Required Experience
A minimum of five (5) 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 three (3) 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) years of experience working with in Enterprise Resources Planning (ERP) system, such as Umoja and SAP is desirable. Work experience of one (1) year or more in data analytics or related area is desirable.
Qualifications
Completion of high school diploma or equivalent is required.
