Human Resources Assistant

Org. Setting and Reporting

These positions are located in the Staff Entitlements Unit (SEU), Human Resources Management Service (HRMS), Division for Management (DM), United Nations Office at Vienna (UNOV) – United Nations Office on Drugs and Crime (UNODC).

The Human Resources Assistant will report directly to the Senior HR Partner, under the overall guidance of Chief, Staff Entitlements Unit.

Responsibilities

Within assigned authority, the incumbent will perform the following duties:

Administration of entitlements:

Review and process requests for entitlements and claims, handle moderately complex cases independently, complex cases to be discussed with the supervisor.

• Advise and inform separating staff on procedures and the related entitlements, and assist him/her in final arrangements.
• Act as focal point to individual Vienna-based staff members on matters related to entitlement travel, salaries and allowances, and to substantive offices on all HR related matters.
• Maintain effective and efficient communication with the Financial Resources Management Service on staff salary, allowances and entitlement related issues.
• Undertake research on a range of HR related issues and assist in the preparation of notes/reports.
• Provide general office support services; process, draft, edit, proofread and finalise for signature/approval a variety of correspondence and other communications; set up and maintain files/records (electronic and paper).
• Prepare formal written responses to queries concerning HR related matters.
• Prepare and compile HR data and reports, as and when required.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other work-related duties as required.

Competencies

Professionalism:

Has knowledge of human resources policies, procedures and practices and is able to interpret and apply them in an organizational setting.

Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Has ability to perform analysis, modeling, and interpretation of data in support of decision-making.

Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning& Organizing:

Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Client Orientation:

Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of five years of progressively responsible experience in human resources management, administrative services or related area, is required.

The minimum number of years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher.

Experience in working with an ERP system is required.

Several years of experience in administration of employee benefits and entitlements, preferably within the United Nations system or other similar international organisations is desirable.

Experience in working with human-resources policies and procedures of the United Nations or a similar international organization is desirable. Work experience with SAP/Umoja is desirable. Experience with HR Partner local role is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules.

Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located.

Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.

Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations.

Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category.

For further information, please visit Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations.

Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest.

Placement on the roster is no guarantee of a future selection.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c).

Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.

This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening.

No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.

Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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