Overview
The HR Assistant will contribute to the effective delivery of HR administration services by performing structured administrative and protocol-related tasks in support of staff members.
Key Responsibilities
- Administering visa, legitimation card and residence processes accurately and in compliance with established procedures;
- Reviewing documentation for completeness and correctness prior to submission;
- Preparing standardized protocol correspondence and dispatching within required timelines; updating and maintaining records;
- Conducting communication with host country authorities in accordance with formal protocol requirements;
- Providing routine guidance to staff members and eligible dependents on application procedures, documentation requirements, and administrative steps related to residence status and HR administration processes;
- Reviewing applications for compliance prior to submission; co-ordinating follow-up actions; addressing routine queries promptly and accurately;
- Maintaining personnel documentation and related administrative records, including protocol-related files accurately and confidentially in electronic and physical filing systems;
- Updating HR data in relevant systems to reflect status changes; organizing and archiving supporting documentation in accordance with retention standards;
- Preparing standard HR certificates and attestations accurately and in accordance with established templates and procedures, including employment confirmations, residence-related attestations, and similar administrative records;
- Performing routine HR administrative tasks in support of the Unit’s protocol, policy and employee relations work, including co-ordination of shared administrative mailboxes, tracking and routing requests, staff cases, maintaining files, logs and action trackers, monitoring deadlines and ensuring timely completion of assigned actions;
- Performing accurate record-keeping, structured filing, and adhering to established procedures.
Required Experience
- At least three years of relevant administrative or clerical experience, preferably in HR administration or protocol support;
- Experience working with administrative / office procedures, document review, and record-keeping systems;
- Computer literate with practical experience using Microsoft Office applications.
Qualifications
- Completed secondary education;
- Training in general or office administration, protocol procedures, HR administration, or records management would be an asset;
- A university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility.
