Human Resources Assistant
Organizational Context
This position is within the Staff Entitlements Unit (SEU) of the Human Resources Management Service (HRMS) at the United Nations Office at Vienna (UNOV) / United Nations Office on Drugs and Crime (UNODC). The role reports to the Senior Human Resources Assistant, under the Chief of Unit's guidance, and is based in Vienna, Austria.
Job Purpose
The Human Resources Assistant will support the Staff Entitlements Unit by administering benefits and entitlements, processing requests, and maintaining accurate data in Umoja for staff in Vienna and field offices. The role involves advising separating staff on entitlements and final arrangements, maintaining HR systems, and acting as a focal point for staff and offices on HR-related matters. Additionally, the incumbent will communicate with the Financial Resources Management Service, conduct research, prepare reports, provide general office support, draft correspondence, manage files, schedule meetings, and train junior staff. The position also includes assisting with data collection, analysis, presentations, and updating information materials.
Responsibilities
Key responsibilities include the administration of benefits and entitlements, reviewing and processing requests, and maintaining accurate entitlement data in Umoja for staff. The role involves advising separating staff on procedures and entitlements, and assisting with final arrangements. The incumbent will maintain HR automated systems, applications, and databases, preparing periodic reports as required. This position serves as a focal point for individual staff members regarding salaries and allowances, and for substantive offices on HR matters. Effective communication with the Financial Resources Management Service on salary, allowances, and entitlement issues is crucial. Responsibilities also encompass research on HR issues, assisting in report preparation, providing general office support, processing and editing correspondence, maintaining files, scheduling, and monitoring deadlines. The role includes preparing formal responses to HR queries, training new and junior staff, and assisting with data collection, analysis, presentations, and updating information materials.
Work Experience
A minimum of seven years of progressive experience in human resources management and staff administration is required. This is reduced to five years for candidates with a first-level university degree. Three years of experience in administering employee benefits and entitlements within the UN Common System is required, along with experience in an ERP system's HR modules. Experience with UN Secretariat, SAP/Umoja, UN staff rules, and HR reporting/data analysis is desirable.
Skills
Professionalism in interpreting and applying HR policies, Planning and Organizing to manage workload efficiently, and Client Orientation to build productive partnerships and meet client needs.