Human Resources Assistant

Organizational Context

The Department of Operational Support (DOS) at UN Headquarters in New York provides operational advisory services and support to various UN entities. The Division for Special Activities (DSA) within DOS handles specialized capacities, including support for start-up, surge, transition, and liquidation requirements, as well as crisis preparedness. The Client Support and Special Situations Section (CSSSS) specifically supports the deployment and establishment of client entities and provides critical administrative support during crises. This Human Resources Assistant role sits within CSSSS, reporting to the Human Resources Officer.

Job Purpose

The Human Resources Assistant plays a crucial role in supporting the operational and administrative functions of the Client Support and Special Situations Section (CSSSS) within the Department of Operational Support (DOS). This position is vital for ensuring the effective and rapid deployment, establishment, transition, and liquidation of client entities by providing essential HR support. The role contributes to maintaining the efficiency and integrity of HR processes, including recruitment, personnel actions, and administration of entitlements. By assisting with candidate selection, processing personnel actions, managing vacancy announcements, and providing advice on HR matters, the incumbent directly supports the operational readiness and stability of UN entities, particularly during critical phases like start-ups, surges, or liquidations. The position also contributes to staff welfare by coordinating support for staff and families affected by critical incidents.

Responsibilities

The Human Resources Assistant is responsible for supporting various HR functions, including recruitment processes such as screening applications, preparing candidate profiles, conducting preliminary interviews, and identifying short-lists. This involves assisting in filling posts across all categories, initiating reference checks, verifying academic qualifications, and preparing appointment offers. The role includes coordinating competitive recruitment examinations and managing vacancy announcement files. Additionally, the assistant processes personnel actions through UMOJA, advises staff on visa matters, and handles the administration of entitlements and claims. Responsibilities extend to supporting staff development through organizing training courses and providing logistical support. The position also assists in classification processes and provides general office support, including maintaining HR systems, preparing reports, drafting correspondence, and managing files. Furthermore, the role involves reviewing HR policies for suitability during organizational changes and liaising with relevant departments on policy exceptions and conditions of service.

Work Experience

A minimum of seven years of progressively responsible experience in human resources management or administrative services is required. This requirement is reduced to five years for candidates with a first-level university degree or higher. Experience in implementing HR policies, regulations, and rules is essential. Proficiency with an enterprise resource planning (ERP) system like UMOJA or SAP is also required. Experience with HR recruitment systems (e.g., Inspira) and in an international organization or advising clients on HR administration is desirable.

Skills

Professionalism, Communication, Teamwork, knowledge of HR policies and procedures, ability to interpret and apply HR regulations, initiative, gender sensitivity, effective speaking and writing, active listening, collaborative work, problem-solving, and organizational skills.

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