Overview
The Human Resources Assistant will be responsible for processing applications for vacancies, assisting in filling posts, and coordinating with client offices and selected candidates. The role also involves administering entitlements, managing time-related issues, and providing general office support.
Key Responsibilities
- Processes applications for vacancies, including preparing and maintaining case files for candidates.
- Assists in the filling of posts, including initiating and following-up on reference checks and academic verifications.
- Maintains vacancy announcement files and tracks status of vacancy announcements.
- Coordinates with Client Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects.
- Prepares personnel actions.
- Advises staff on visa matters.
- Reviews and processes requests for entitlements, allowances and claims.
- Monitors and approves rental subsidy requests, as applicable.
- Liaises with the UN Medical Insurance with regards to staff members' enrolment.
- Determines date of entry to the UN Joint Staff Pension Fund, and liaises with them if applicable.
- Participates in the drafting and maintaining of Umoja reference documentation on the administration of staff benefits and entitlements.
- Maintains Umoja entitlements documentation and job aids.
- Assists in the review and processing of data pertaining to conditions of service, personal status, family status and more.
- Monitors sick leave cases and approves sick leave for less than 20 days.
- Administers long-term sick leave cases and prepares submission of cases for disability.
- Processes maternity leave and grants paternity leave quota.
- Approves home leave travel, and grants travel time if applicable.
- Approves rest and recuperation travel.
- Processes special leave with and without pay.
- Provides guidance and training on time-related issues and entitlements to staff and counterparts in client departments.
- Liaises with the Medical Services Section, Staff Counsellor, Payroll, the Pension Fund, counterparts in departments dealing with time issues.
- Assists in the organization and conduct of training courses and workshops.
- Provides general office support services; drafts and/or processes a variety of correspondence and other communications.
- Sets up and maintains reference files/records (electronic and paper).
- Schedules appointments/meetings, monitors deadlines, etc.
- Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
- Maintains automated database containing HR related statistics and prepares periodic reports.
- Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.
- Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.).
- May provide guidance/training to less experienced staff.
- Provides support to Staff members at the HR Client Support Centre by answering HR queries received by emails, phone calls and in-person visits.
- Contributes to the organization of HR Ceremonies.
- Performs other duties as required.
Required Experience
A minimum of five (5) years of experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience in providing support and guidance to staff and managers on human resources issues is required. Experience in the administration and processing of benefits and entitlements in international organizations is required. Experience with human resources Entreprise Resources Planning (ERP) systems, such as SAP or Inspira, is desirable. Experience working within the UN Common system or similar international organizations is desirable.
Qualifications
High school diploma or equivalent is required. A certificate in human resources management is desirable.
