HR Assistant

Job Description - HR Assistant (HSS)(G5) (2024/0679 (185092))

Organization

MTHR-HR Services

Primary LocationJob Posting

Job Posting: 2024-12-17, 9:32:02 AM

Closing Date

Closing Date: 2025-01-07, 10:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Full Competitive Recruitment: Yes

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant's location.

Organizational Setting

The Division of Human Resources (MTHR), within the Department of Management, plans, acquires and manages human resources to effectively implement the IAEA programmes. It thus delivers the full spectrum of human resource services, including HR organizational development and planning, talent acquisition and development, performance management, and administration of compensation and benefits. The Division serves a multicultural workforce of approximately 2300 people from diverse scientific, technical, managerial and professional disciplines.

The HR Service Section (HSS) provides the Agency’s staff and personnel with HR services and advice in the areas of administration of benefits and entitlements, administration of contracts and contract extensions, and on-boarding/off-boarding of staff.

Main Purpose

Reporting to one of the HR Officers and in close coordination with HR Associates, the HR Assistant contributes to the efficient operation of the HSS by providing assistance and advice on the administrative practices and procedures as well as providing assistance to HR Associates in administration of the employment life-cycle of staff members, including but not limited to contracts, benefits and entitlements, pension and insurance, compensation, on-boarding and separation as well as assistance with queries from current and former staff.

Functions / Key Results Expected

1. Provide support to the end-to-end onboarding process for both staff and non-staff which includes interacting with new hires, preparing the contract, collecting required documents, conducting orientation and completing the system set up.
2. Assist in reviewing and processing requests for benefits and entitlements as well as personal data changes pertaining to conditions of services.
3. Provide advice and answer staff queries which involves clarifying issues, researching, exploring answers and making data corrections in the system. Administer all transactions related to time management, work-schedule changes, sick leave, special leave and similar.
4. Provide support to regular payroll processing activities which includes tracking and correcting payroll issues or errors, batch upload and manual data entry to the relevant systems on regular or ad hoc basis.
5. Review, update and perform HR data correction and HR master data updates in various systems to ensure completeness and accuracy of records are maintained.
6. Support the services related to the separation of staff and non-staff; initiate a range of actions such as the end-of-service clearance, pension documents etc.
7. Support HR Associates with preparation of correspondence related to staff on board as required.
8. Provide logistical and administrative support for the team and backup to other administrative support staff in the Division. Provide required support and/or backup to staff in executive offices.
9. Perform any other duties as required.

Communication

Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.

Achieving Results

Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.

Teamwork

Actively contributes to achieving team results. Supports team decisions.

Planning and Organizing

Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.

Required ExpertiseFunctionName

1. Human Resources Benefits and Entitlements Administration: Knowledge of UN/IAEA benefits and entitlements, Staff rules and HR practices in a UN or international Organization.
2. Administrative Support Discretion and Respect for Confidentiality: Application of a high degree of tact, diplomacy and discretion, and proven ability to maintain confidentiality.
3. Information Technology: IT Training Experience working with relevant ERP technology (preferably ORACLE).
4. Administrative Support MS Office: Proficiency in the use of office software products (MS Office 2010), and the ability to use databases.

Asset ExpertiseFunctionName

1. Human Resources Compensation Administration: Support to UN joint staff pension fund, medical insurance, Austrian social security matters, Staff Pension Committee and Joint Advisory Committee on Claims and Compensation.
2. Language skills: Fluency in German is highly desirable.

Qualifications, Experience and Language skills

• Completed secondary education.
• Minimum of five years of relevant office and HR administrative experience, preferably in an international environment.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• Administrative skills testing to IAEA standard might be part of the selection process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 56137 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: IAEA Employment.

General Information

• The IAEA's paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
• Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person's race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
• The IAEA is committed to gender equality and to promoting a diverse workforce.
• Recruitment will be on a LOCAL BASIS only.
• Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate.
• The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

Evaluation process

• The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information.
• Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
• Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

• Appointment is subject to a satisfactory medical report.
• Staff members may be assigned to any location.
• The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

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