Human Resources Assistant (temporary, part-time at 50%)
Organizational Context
This position is within the Planning, Contracting and Reporting Unit (PCRU) of the Human Resources Management Service at the United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC). The role supports Vienna-based clients and field offices, operating under the direct supervision of the Chief of PCRU and overall guidance of the Chief of SDOS.
Job Purpose
The Human Resources Assistant will provide essential support, working part-time (50%), within the team responsible for managing affiliate personnel, including consultants and individual contractors. The role focuses on assisting clients with HR matters, particularly the full cycle of engagement and administration for consultants and contractors. This involves processing requests, conducting verifications, reviewing terms of reference, preparing job openings, administering contracts, and ensuring compliance with established rules and procedures. The position also involves maintaining HR databases, preparing documentation, and providing general office support, research, and data analysis to facilitate efficient HR operations and decision-making.
Responsibilities
Provide HR support to Vienna-based clients, focusing on the engagement and administration of affiliate personnel such as consultants, individual contractors, gratis personnel, and UN Volunteers. Review and process requests for the full engagement cycle of consultants and contractors, including initiating reference checks, verifying academic qualifications, and ensuring pre-engagement formalities are met. Prepare and advertise job openings, calculate fees, and administer contracts in compliance with regulations. Maintain HR databases and automated applications, ensuring accurate data entry. Assist in preparing necessary documentation for affiliate personnel and provide general office support, including drafting correspondence. Conduct research on HR issues, assist in report preparation, and provide guidance to junior staff. Act as a backup for colleagues and support data collection, analysis, and presentation for reporting and decision-making purposes.
Work Experience
A minimum of five years of progressive experience in human resources management or administrative services is required. This is reduced to three years with a first-level university degree. Experience with ERP systems (e.g., SAP/Umoja) and talent management systems (e.g., Inspira) is mandatory. Experience in managing consultant and contractor contracts and reviewing financial obligations for affiliate personnel is desirable.
Skills
Professionalism, Teamwork, Planning & Organizing, HR policies and procedures, initiative, analytical skills, data analysis and interpretation, contract administration, database management, communication, research, report preparation, training/guidance.