Human Ressources Assistant

United Nations Educational, Scientific and Cultural Organization

Paris, France

Experience: 0 to 3 Years

Skill Required: HR and Admin

Under the overall delegated authority of the Assistant Director-General for Culture and the direct supervision of the Administrative Officer (HR & Finance), the incumbent shall provide clerical and administrative HR services to support the implementation of HR processes in the Culture Sector ensuring application and compliance with the UNESCO rules, regulations, policies, and practices, ensuring full confidentiality of files
In particular, the incumbent shall:
  • Provide administrative support in the recruitment, assignment and separation of staff (including fixed-term and temporary contracts).
  • Assist with and support the conduct of recruitment formalities by preparing all relevant forms, verification of references, ensuring all administrative process are completed in time.
  • Assist in the filling of non fixed-term posts (project appointments (PA), temporary appointments (TA), secondment, loans, interns, service contracts, etc.) by providing logistical support in the recruitment process, including contacting applicants and following-up on participation. Provide information to candidates and hiring managers regarding the online recruitment system by assisting/guiding users, managing accounts access, acting as help desk for candidates, etc
  • Assist in processing staff members' contracts, entitlements and benefits in accordance with the UNESCO Staff Rules and established HR procedures.
  • Answer various questions on the above and raise more complex issues with supervisor related to employment and entitlements of professional, general service and other categories of staff in the Sector, including by initiating the necessary workflow process of personnel actions such as extensions, etc. through house-wide systems for approval as required.
  • Create/update in the relevant systems the profile of all staff including interns and volunteers etc. 
  • Maintain personnel records in the office.
  • Draft correspondence, attestation and other documents for personnel actions, follow up on related HR actions, alert the supervisor of inconsistencies/errors, liaise with central services (BFM, HRM) to seek additional information and clarification and to resolve complex issues.
  • Maintain up-to-date work unit files, ensure confidentiality of the treatment of all files, and provide related statistical/HR information and reports, as and when requested, by compiling information/statistics through online systems/databases; create/update lists and files to support the Sector's HR management and decision-making.
  • Update HR databases and organizational charts
  • Provide general office support services 
Required Qualifications:
  • Completed secondary, technical and/or vocational school.
Work experience:
  • A minimum of 3 (three) years of work experience in administrative tasks or in a related field.
Skills and Competencies:
  • Excellent interpersonal skills.
  • Good time management skills.
  • Capacity to deal efficiently and tactfully with a variety of stakeholders in a multicultural environment.
  • Be conscientious and efficient in meeting commitments, observing deadlines and achieving results.
  • Good sense of diplomacy, discretion and professional integrity.
  • Excellent knowledge of IT skills, with proficiency in the use of MS Office (Word, Excel, PowerPoint, etc.).
  • Excellent knowledge (spoken and written) of English and good knowledge of French.