The Job Profile for the Human Resources Assistant, at the G-5 level, covers a broad range of HR functions and provision of both standardized and specialized activities pertaining to recruitment and placement, administration of entitlements, job classification and/or performance management. Specialized activities pertain to the application of HR regulations, rules and procedures in the context of clear guidelines and procedures where the choice of action is limited and where issues requiring clarification and decision are directed to the relevant HR Business Partner.
Purpose for the job:
Under the close guidance and supervision of the Senior Human Resources Associate, 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 the office, ensuring accurate and timely delivery that is in compliance with UNICEF HR rules and regulations.
Key functions, accountabilities and related duties/tasks:
Support to business partnering
Support in processing of entitlements and benefits of staff
Support in recruitment and placement
Support in organization design and job classification
Support in learning and capacity development
General office support
Support to business partnering:
Support the business partners in developing initiatives to encourage staff well-being in the office
Support the management of change processes by advising staff on changes to HR processes under the guidance of the supervisor and HR Business Partner
Support the business partners in assisting staff in using HR systems such as Talent Management, Agora, Service Gateway, FIORI and Achieve.
Support in processing of entitlement and benefits:
Initiate 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.
Maintain and prepare all personnel-related records and files, ensuring all information on each staff member is up-to-date and accurate.
Support in recruitment and placement:
Prepare and circulate internal and external vacancy advertisements.
Liaise with candidates in the various stages of the recruitment process including to set-up interview schedules and actively participate in interviews when required. Liaise with GSSC for efficient onboarding process.
Initiate and follow-up on reference checks and ensure the completion of other background checks/readiness of candidate for entitlement travel (if appropriate).
Provide orientation briefing to newly arrived staff. Share induction package with newly arriving staff and take action on activities related to appointment/reassignment travel (travel request).
Support off-boarding activities for separating staff members, liaising with GSSC on notification letters and debrief separating staff on requirements. Liaise with Snr ICT Associate to ensure equipment is returned.
Support the review of consultancy contract Terms of Reference, based on latest administrative Procedure and issue Vacancy Announcements accordingly. Act as Alternate Secretary to the Contract Review Committee (CRC), convene CRC meetings and follow through process to approvals.
Monitor life-cycle of recruitment process to update supervisor as necessary.
Support in organization design and job classification:
Prepare documents to be submitted for classification/realignment of results, ensuring completeness of documentation
Monitor life-cycle of all job classification requests to facilitate recruitment and organization planning.
Support in learning and capacity development:
Design presentations for staff/consultants on new HR Procedures/Initiatives and co-deliver presentations
Participate as member of the Local Learning Committee as Alternate Secretary, following up on learning initiatives proposed during the meetings
General HR support:
Liaise with Administrative Assistant (Operations) for the timely issuance of Note Verbale for MoFA I.D card issuance and on the issuance of UNLP and UN Certificates (providing relevant HR documentation).
Monitor Time Management (Attendance and Absence in VISION/FIORI) and do quota corrections where appropriate
Draft and/or process a variety of HR correspondence and other communications
Set up and maintain HR files/records (electronic and paper)
Schedule 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.).
To qualify as an advocate for every child you will have…
Technical skills:
Solid knowledge of HR principles, rules, regulations and procedures within the United Nations system.
Computer literacy and the ability to effectively use standard office software tools as well as good knowledge and skill in using HR systems.
Ability to extract and format data and to solve operational problems
Interpersonal and communication skills:
Take responsibility to respond to internal and external service needs promptly and proactively; take initiative to ensure that deadlines, rules and regulations are met. Use own discretion to address unforeseen situations.
Demonstrate a high degree of confidentiality, initiative and good judgment.
Demonstrate courtesy, tact, patience and ability to work effectively with people of different national and cultural backgrounds.
Education:
Completion of secondary education, preferably supplemented by technical or university courses related to the field of work.
Experience:
A minimum of 5 years of progressively responsible Human Resource administrative and policy-related work experience required.
Professional training or qualification in Human Resources Management is highly desirable
Language Requirements:
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
