Under the close supervision and guidance of the Human Resources Officer, the Human Resources Assistant provides administrative, procedural and operational support and assistance to the efficient implementation of a broad range of Human Resources functions for all categories of staff in his/her office, ensuring accurate and timely delivery that is in compliance with UNICEF HR rules and regulations.
Summary of key functions/accountabilities:
Support to business partnering
Support the business partners in developing initiatives to encourage employee well-being and employee recognition schemes
Support the management of change processes by advising clientele on changes to HR processes under the guidance of HR Business Partner
Support the business partners in assisting clientele in using HR systems such as talent management, agora and achieve.
Support in processing of entitlement and benefits
Initiates the processing of a wide range of personnel actions in accordance with UNICEF rules and regulations, by ensuring all relevant forms and actions are completed by staff and forwarded to the GSSC.
Maintains and prepares all personnel-related records and files, ensuring all information on each staff member is up-to-date and accurate.
Support in recruitment and placement
Prepares and circulates internal and external advertisements.
Liaises with candidates in the various stages of the recruitment process.
Prepares formal acknowledgement, offer and regret letters.
Initiates and follows up on reference checks and academic verifications, and ensuring the completion of other background checks.
Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
Monitors life-cycle of recruitment process to update supervisor as necessary.
Support in organization design and job classification
Prepares documents to be submitted for classification to RO and NYHQ, ensuring completeness of documentation
Monitors life-cycle of all job classification requests to facilitate recruitment and organization planning.
Support in learning & capacity development
Develops and processes contracts for institutions providing training and courses, ensuring compliance with UNICEF rules and regulations.
Assists team in organizing and conducting courses, workshops and events by preparing and organizing distribution of materials for participants, ensuring availability of training venues and required equipment and supplies, while providing logistical and secretarial support at workshops and events as necessary.
Tracks the performance management cycle processes, ensuring the timely distribution and enhancing the timely completion and return of appraisals.
General office support
Drafting and/or processing a variety of correspondence and other communications
Setting up and maintaining HR files/records (electronic and paper)
Scheduling appointments and meetings
Maintain and generate automated databases containing HR related statistics and generating periodic reports; and performing a variety of administrative duties (e.g. leave recording, etc.).
The impact of the work of HR Assistants affects the delivery of discrete support services and is closely interrelated with the work of other members of the HR team. The work performed affects not only the timely delivery of HR processes but also indirectly the delivery of the client departments/divisions/offices programmes. They play a key role, as a member of the team, in providing routine and some specialized information both to client's departments and to more senior members of the HR team on HR procedures and the progress of delivery against standards and deadlines.
Requirement Qualification
Completion of secondary education, preferably supplemented by technical or university courses related to the field of work.
A minimum of 5 years of progressively responsible administrative or clerical work experience required
Fluency in English and Bahasa is required.
Knowledge of another official UN language is considered as an asset.
