Human Resources Assistant

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Human Resources Services Division (HRSD) provides dedicated services in support of human resources requirements of client entities, from process development through service delivery. The Division establishes and manages rosters across all job families, organizes testing and examinations, provides operational support and other advisory service for clients for the full spectrum of their delegated authorities, and supports managers and business partners in the use of non-staff personnel. The Operational Support and Advisory Service (OSAS) serves as an enabling partner to support clients in fulfilling their mandates. The key services include: guidance to entities on the proper exercise of delegated authorities; advice on the application of human resources policies and procedures; advice to managers related to formal and informal conflict resolution; input/feedback to the development and/or improvement of simplified policies and procedures; support to clients in developing, formulating and implementing customized entity specific HR strategies and plans; and support to clients and shared services in the achievement of their human resources management targets and objectives. The Human Resources Advisory Sections 1 & 2 serve as the primary entry point and point of contact for clients regarding services provided by OSAS. This position is located in the Operational Support and Advisory Service (OSAS) and in the Human Resources Advisory Section II within the Human Resources Services Division (HRSD), Office of Support Operations (OSO), Department of Operational Support (DOS). The incumbent will report to a Human Resources Officer within the Human Resources Advisory Section II.

Responsibilities

Under the direct supervision of the Human Resources Officer, the Human Resources Assistant will be responsible for the following duties: Advisory Services and Client Relations Management • Provides consistent, strategic and timely advice in response to entity-specific requests for guidance on all aspects of human resources management as Tier 2 advisory support by researching and responding to human resources practitioners on topics including but not limited to human resources planning, organizational management and classification, staffing, staff development, performance management, and the administration of entitlements. • Provides advice to client entities on complex human resources procedures and processes (e.g., treatment of potential misconduct issues, negative reference verification outcomes, and delegation of authority issues) on the basis of existing guidance. • Prepares submissions to the Department of Management Strategy, Policy and Compliance requesting guidance on cases requiring exceptional policy clarification. • Provides advice on the appropriate usage of all types of staff categories and non-staff capacities throughout the Secretariat in the context of operational workforce planning. • Keeps abreast of the latest changes in human resources policies in order to be able to correctly advise client entities seeking guidance. • Supports the team in providing advice and support on complex human resources cases by conducting in-depth reviews of relevant information and documentation, preparing precise and detailed summaries of facts, conducting research into relevant regulations, rules and jurisprudence and preparing initial recommendations for review by the HR Officers. • Liaises with relevant HQ offices, in particular the Administrative Law Division, to gather relevant information to advise client entities in ongoing matters. Operational Support • Contributes to the development of communication and outreach strategies to client entities by identifying frequently asked questions from multiple entities and by actively engaging with counterparts at the working level in those entities to better understand their requirements. • Contributes to the analysis of client entities by researching their specific composition, needs, and capacity and by recommending appropriate tools to capture and report on such information. • Serves as a member of project teams for the provision of customized, entity-specific operational support for the development and implementation of human resources strategies, providing advice, recommendations, and information on human resources matters, as appropriate, to the individual needs of the entity. • Conducts research and prepares background documents related to specific entities, as required. • Assists in the coordination of programme or project planning and preparation by monitoring the status of programme and project proposals, taking necessary actions to ensure project documents are completed and submitted to relevant parties for approval. • Supports entities in the development and implementation of an entity-specific operational workforce planning strategy and associated recruitment plans. • Supports the identification and prioritization of internal and external capacity-building and knowledge management needs in the human resources community by observing trends in the types and number of queries received and by discussing in regular meetings with supervisors and colleagues. • Provides inputs into the development of human resources policies, procedures, and processes by observing trends in the nature of requests received from entities and making recommendations to address challenging or unclear areas in the human resources framework. • Provides feedback and lessons learnt to supervisors regarding policies for consolidation and onward transmission to the Department of Management Strategy, Policy and Compliance. • Provides administrative and coordinating support to cross-Service projects aimed at developing entity-specific human resources strategies by consolidating inputs for reports, ensuring the participation of relevant parties at meetings, producing and distributing meeting minutes, and arranging logistical aspects of brainstorming sessions. Capacity-Building and Knowledge Management • Contributes to the development of internal capacity within the Division by identifying knowledge gaps based on requests received for advisory services from client entities and making recommendations for the development of templated responses for inclusion in the centralized knowledge management repository. • Supports the development of policy-related process guides, guidance packages, and standard operating procedures by researching applicable Staff Rules and Regulations and feeding into the discussions. Supports the identification and prioritization of internal and external capacity building and knowledge management needs in the human resources community by observing trends in the types and numbers of queries received and discussing in regular meetings with supervisors and colleagues. • Provides support to the development and maintenance of a digest of all outcomes of Administration of Justice cases by updating the database with new cases and ensuring uniformity of the data. • Contributes to the production of catalogues and other reference materials relating to the use of staff and non-staff modalities. • Supports the collection of data either directly from available systems or through outreach to client entities. Business Process Improvement • Recommends changes to human resources policies by observing trends and frequently asked questions from the client entities and counterparts at Headquarters. • Provides advice in relation to the interpretation of Staff Rules and Regulations and legal risks in connection with new processes or guidance documents developed by the Division or the Department and initiates requests for policy clarifications or amendments from the Department of Management Strategy, Policy and Compliance. • Participates in regular meetings on the topic of reform with the objective of determining which business processes required streamlining or simplification. General • Provides administrative and logistical support in the dissemination of policy-related process guides and guidance packages, including by coordinating participation for VTCs. • Trains and provides supervision and guidance to new and lower-level staff in the unit. • Provides general office support services such as processing, drafting, editing, proofreading and finalizing for signature a variety of correspondences and other communications. • Sets up and maintains records (electronic and paper) for internal working files. • Schedules appointments and meeting, including securing venues and any necessary equipment. • Provides administrative and coordinating support to cross-Service projects by consolidating inputs for reports, ensuring the participation of relevant parties at meetings, producing and distributing meeting minutes, and arranging logistical aspects of brainstorming sessions. • Serves as the focal point for the Division on all technical aspects of the Delegation of Authority platform by providing direct access to the data while coordinating with other teams inside and outside of the Division to answer any technical questions. • Performs other duties as required.

Competencies

Professionalism: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Knowledge of human resources Enterprise Resource Systems (ERP) such as Oracle, PeopleSoft, SAP, etc. Ability to support the development and delivery of specific human resources initiatives and business process improvement projects. Ability to carry out research in contribution to the formulation of standing operating procedures or guidelines. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. • Experience in the application of staff rules and regulations in an operational environment is desirable. • Experience advising clients on human resources policies is desirable. • Experience contributing to business process improvement initiatives is desirable. • Experience carrying out research in contribution to the formulation of standing operating procedures or guidelines is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• Appointment or assignment against this position is for an initial period of one year. • The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. • Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. • This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. • 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.

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 abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.