HUMAN RESOURCES ASSISTANT, FS5
Department/Office: United Nations Logistic Base
Duty Station: BRINDISI
Posting Period: 30 April 2019 – 29 May 2019
Job Opening Number: 19-Human Resources-UNLB-116111-R-Brindisi (M)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
The United Nations Global Service Centre (UNGSC) provides critical Logistics, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping and special political missions around the world. This position is located within the Human Resources Unit of the UNGSC, Brindisi, Italy. The incumbent will report to the Chief Human Resources Officer
Within delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and Placement
Participate in the selection of candidates; including conducting roster searches for applicants and identifying short-lists of candidates, evaluating and screening applications, generating personal history profiles of candidates, facilitating the interview process and acting as ex-officio.
Assist in the filling of vacant posts for all categories, including initiating and following-up on reference checks and academic qualifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
Provide input into policy development for HR policies for staff in the Field Service, General Service and related categories.
Schedule and coordinate entry tests for locally-recruited staff.
Supervise and support the maintenance of vacancy announcement files, staffing tables and tracking of status of recruitment cases.
Review and process personnel actions through UMOJA.
Advise staff on visa matters.
Administration of Entitlements
Review and process data pertaining to conditions of service.
Review and process requests for a wide range of entitlements and exceptions to the Staff Rules and Regulations, e.g. travel entitlements, currency of payment of emoluments and rental subsidy.
Monitor issues on conditions of service of staff and advise the supervisor of any developments.
Advise staff on conditions of service and entitlements.
Assist in reviewing and processing requests for classification by ensuring completeness of requests and liaising with requestors when required.
Provide advice and answer general queries on classification procedures and processes.
Assist in providing documentation and background materials relating to classification appeals by researching background information and liaising with relevant offices when required.
Supervise the maintenance of automated databases and the centralized reference and filing systems by reviewing and approving entries by lower-level staff, ensuring that information is accurately and timely entered.
Undertake research on a range of Human Resources related issues and prepares notes/reports.
Undertake research on precedents, policy rulings and procedures.
Compile data from different sources and prepare statistical reports on Human Resources related issues.
Research background information and draft information circulars on Human Resources related issues.
Conduct exit briefings for separating staff and assist them in final arrangements
Provide general office support services; process, draft, edit, proofread and finalize for signature/approval a variety of correspondence and other communications; perform budget preparation, input, monitoring and implementation in information systems, sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines
Prepare written responses to queries concerning Human Resources related matters.
Distribute routine work to junior support staff, ensuring efficient and timely execution of the work.
Train and provide supervision to lower-level staff in the unit.
Perform other duties as required.
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.
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 or equivalent diploma is required. Certification in Umoja (SAP) as Human Resources Partner is desirable.
At least 8 years of progressively responsible experience in human resources management or other related fields is required.
Experience using human resources management related databases is desirable.
Experience in recruitment in the United Nations or in a similar international organization is desirable.
Experience in the administration of entitlements and benefits in the United Nations or in a similar international organization is desirable.
Experience in the engagement and administration of Consultants and Individual Contractors in the United Nations or in a similar international organization is desirable.
Experience with a talent management system such as Inspira or equivalent is desirable.
Experience with an Enterprise Resource Planning system such as Umoja or equivalent is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; Knowledge of another official United Nations language is desirable.