Human Resources Assistant (temporary), G6
Org. Setting and Reporting
This position is 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), in Vienna (Austria). The Human Resources Assistant will report to the Senior Human Resources Assistant, under the overall guidance of the Chief of Unit. For more information on UNOV and UNODC, please visit www.unov.org and www.unodc.org
Responsibilities
Within assigned authority, the incumbent will perform the following specific duties: • Administration of benefits and entitlements: Review and process requests for benefits, entitlements and claims, maintaining accurate and correct entitlement data in Umoja for staff in Vienna and in field offices. • Advise and inform separating staff on procedures and the related entitlements, and assist them in final arrangements. • Maintain HR related automated systems, applications and databases. Prepare periodic reports as required. • Act as focal point to individual staff members on matters related to salaries and allowances, and to substantive offices on all HR related matters. • Maintain effective and efficient communication with the Financial Resources Management Service (FRMS) 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). Schedule appointments/meetings, monitor deadlines, etc. • Prepare formal written responses to queries concerning HR related matters; • Train new and lower\-level staff in the unit. • 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 ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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.
High school diploma or equivalent is required.
Job \- Specific Qualification
Certification for UMOJA HR roles is desirable. If you have/had held UMOJA HR roles, please attach the respective certificates.
Work Experience
A minimum of seven (7\) years of progressively responsible experience in human resources management and staff administration service is required. The minimum years of relevant experience are reduced to five (5\) for candidates who possess a first\-level university degree or higher. A minimum of three (3\) years of work experience in administration of employee benefits and entitlement within the United Nations Common System is required. Work experience with HR modules of an Enterprise Resource Planning (ERP) system is required. Recent work experience with the UN Secretariat is desirable. Work experience with SAP/Umoja for processing HR transactions is desirable. Experience applying UN staff rules, regulations, policies and procedures in providing support and guidance to staff and managers in both Headquarters and field offices is desirable. Experience in HR reporting and data analysis is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).
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Required Languages
Language Reading Writing Listening Speaking
English UN Level II UN Level II UN Level II UN Level II
Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency\-based interview.
Special Notice
This position is temporarily available for six (6\) months. If the selected candidate is a staff member from the United Nations Secretariat, the selection may be administered as a temporary assignment. This position is subject to local recruitment pursuant to staff rule 4\.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. If the selected candidate/staff member does not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities. Staff members are subject to the authority of the Secretary\-General and to assignment by him or her. In this context, staff are expected to move periodically to new functions in their career in accordance with established rules and procedures. 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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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 few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype\=GP
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 a
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