Human Resources Assistant
Organizational Context
This role is within the Common Administrative Platform (One Executive Office) of the Department of Operational Support at UN Headquarters. One EO consolidates administrative functions as part of the UN80 reform. The Division of Administration provides comprehensive support, including HR, budget, and finance, to UN Headquarters entities and global financial operations. The HR team is structured into three pillars, with this role supporting Pillar 3 (OCT, ODA, CTED) under a Human Resources Officer.
Job Purpose
The Human Resources Assistant provides essential HR support to client entities within the UN Secretariat, specifically supporting OCT, ODA, and CTED under Pillar 3. This role involves processing and monitoring a wide range of human resource activities, including recruitment, contract management, performance appraisals, and staff movements, ensuring strict adherence to UN rules and procedures. The assistant will manage personnel actions in UMOJA, respond to staff inquiries regarding entitlements and conditions of service, and maintain attendance records. Key responsibilities include reviewing staffing and payroll reports, preparing travel requests, drafting correspondence, and maintaining personnel files. The role also contributes to recruitment processes by screening applications, conducting preliminary interviews, and assisting with the preparation of offers of appointment. Additionally, the assistant will process entitlement claims, conduct exit interviews, maintain HR systems, and prepare reports, while also providing training and supervision to junior staff.
Responsibilities
Administer human resource activities, including processing recruitment, promotions, transfers, assignments, special post allowances, contract extensions, separations, and performance appraisals, ensuring compliance with UN rules and procedures. Process personnel actions in UMOJA to reflect staff movements. Respond to staff inquiries regarding entitlements, conditions of service, and administrative procedures, and maintain attendance records. Review monthly staffing tables and payroll reports for necessary corrective actions. Liaise with clients and prepare travel requests for staff and consultants. Draft correspondence on administrative and personnel matters and maintain personnel working files. Assist in the selection of candidates for secretarial and clerical positions by screening applications, preparing profiles, conducting preliminary interviews, and performing roster searches. Support the filling of posts by initiating reference checks, verifying academic qualifications, calculating salaries and benefits, and preparing offers of appointment. Organize and coordinate recruitment examinations. Oversee vacancy announcement files and track their status. Review and process requests for entitlements and claims. Conduct exit interviews for separating staff and assist with final arrangements. Maintain HR automated systems and databases, and prepare periodic reports. Conduct research on HR issues and assist in preparing notes and reports. Train and supervise new and lower-level staff.
Work Experience
A minimum of seven years of progressively responsible experience in human resources management or administrative services is required. This is reduced to five years with a first-level university degree. Experience applying HR policies and procedures within the UN system or a similar international organization is essential. Proficiency with an ERP system like Umoja (SAP) for HR functions is required. Experience with staff selection processes and platforms like Inspira is desirable.
Skills
Professionalism, Planning & Organizing, Client Orientation, Knowledge of HR policies and procedures, Initiative, Conscientiousness, Efficiency, Problem-solving, Calmness under pressure, Gender perspective integration, Goal setting, Prioritization, Time management, Risk assessment, Partnership building, Needs assessment, Proactive problem anticipation, Communication.