HR Assistant

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

Organization: MTHR-HR Services

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-12-17, 3:32:02 AM

Closing Date: 2025-01-07, 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

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
- 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.
- Assist in reviewing and processing requests for benefits and entitlements as well as personal data changes pertaining to conditions of services.
- 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.
- 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.
- Review, update and perform HR data correction and HR master data updates in various systems to ensure completeness and accuracy of records are maintained.
- 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.
- Support HR Associates with preparation of correspondence related to staff on board as required.
- Provide logístical 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.
- Perform any other duties as required.

Competencies and Expertise

**Core Competencies**(Competency Framework)

**Name**

**Definition**
- 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.

**Functional Competencies**

**Name**

**Definition**
- Analytical thinking
- Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
- Client orientation
- Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
- Resilience
- Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

**Required Expertise**

**Function**

**Name**

**Expertise Description**
- Human Resources
- Benefits and Entitlements Administration
- Knowledge of UN/IAEA benefits and entitlements, Staff rules and HR practices in a UN or international Organization.
- Administrative Support
- Discretion and Respect for Confidentiality
- Application of a high degree of tact, diplomacy and discre