GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelA (least hardship)
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Target Start Date2023-06-08
Target End Date2023-12-31
Job Posting End DateJune 19, 2023
Standard Job DescriptionSenior Human Resources Assistant Organizational Setting and Work Relationships Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR). All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity. Duties - Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff. - Process local staff members¿ contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures. - Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office. - Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations. - Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations - Assist with shipment of their personal effects in coordination with the logistics section. - Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency. - Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records. - Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs. - Initiate routine correspondence on HR matters for the authorizing officer¿s approval. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher Field(s) of Education Not applicable Certificates and/or Licenses Secretarial Administrative (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization. Desirable Field experience with UNHCR and/or with other humanitarian organizations is an asset. High IT affinity and working experience of PeopleSoft/MSRP. Functional Skills IT-Computer Literacy PG-Resource planning FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other) HR-PeopleSoft Human Capital Management UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate ProfileDesired Candidate Profile:
Candidates must be legally present in Costa Rica at the time of application, recruitment and hire.
Only candidates holding a legally job permit in Costa Rica will be considered eligible.
We are committed to maintaining diversity in terms of gender, ethnicity and culture. Persons belonging to minority groups, persons with special abilities, men and women, are encouraged to apply for vacancies. All applications will be treated with the strictest confidentiality.
Eligible candidates may be required to take a technical test and/or an interview.
If you have special needs or require assistance to apply, please contact cossarrhh@unhcr.org
Covid-19 Vaccination and related Safety Measures:
UNHCR has a responsibility to prevent and curb the spread of COVID-19 as part of its accountability to its workforce and the communities it works in and serves. Whilst other measures (such as hand hygiene, physical distancing, ventilation and wearing masks) remain crucial, being vaccinated against COVID-19 plays a key role in protecting oneself, families, colleagues, and the community including persons of concerns and has been proven to significantly reduce risks of serious illness and death from COVID-19. Therefore, in alignment with other UN agencies and based on the advice of the UN Medical Directors network, UNHCR strongly urges all colleagues to get vaccinated as soon as possible to protect themselves and others.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of full vaccination, independently of contract type and duration, unless the candidate is based in a location with documented lack of access to COVID-19 vaccines.
Therefore, the people recommended for the position must provide proof of vaccination or the medical recommendation that justifies non-vaccination.
Operational Context:
In terms of the asylum context in Costa Rica, the socio-political situation in Nicaragua since April 2018 produced a particularly sharp increase in the number of Nicaraguan asylum-seekers. Only 78 Nicaraguans were registered as asylum-seekers in 2017. From April 2018 to December 2021, the number had grown to 137,000 (plus 4,000 refugees. While the onset of the COVID pandemic and related measures diminished the regular influx of new asylum seekers in 2020, in 2021 it rose again, reaching a historical peak of 59,450 new applications in one year. In January 2022, approximately 14,500 persons applied for asylum in one month.
The level of humanitarian and legal protection needs has continued to increase for those asylum-seekers, refugees, and persons at risk of statelessness in the country. Aside from Nicaraguan, Costa Rica also continues to receive asylum-seekers from Venezuela, Colombia, El Salvador, Honduras, Cuba and other countries. Under considerable strain, the asylum system is the country has accumulated over 220,000 asylum seekers by the end of 2022.
Since 2021, and especially throughout 2022, there has also been an increase in mixed movements entering Costa Rica through Panama. A percentage of these persons in mixed movements decide at some point to seek asylum in Costa Rica.
UNHCR in Costa Rica seeks to guarantee the rights of persons fleeing persecution at the borders, both at border posts and in other areas along the migratory route. Border monitoring is carried out to ensure that asylum seekers can gain access to the territory, obtain information and access the asylum procedure in Costa Rica. Identification of cases of refoulement and deportation, advocacy with the authorities, an attention to and referral to persons in need of international protection are carried out.
UNHCR key activities involve registration, border monitoring, community-based protection to identify particularly vulnerable individuals, case management, counselling, livelihoods and peaceful coexistence projects through its partners and directly. A Cash Based response started in October 2019 to fill basic assistance gaps of the most vulnerable families. This initiative relies heavily on the direct support of Programme, Admin/Finance, Procurement and Human Resources for its implementation.
Currently, UNHCR in Costa Rica has three offices, two in San Jose and one in Upala, with an organizational structure of 115 people including International and National positions and Affiliate personnel.
Nature of the position:
Senior Human Resources Assistant is based in UNHCR´s Country Office in San José. The incumbent will be part of a team of four persons, working together with a colleague at the same level, H/S will be supervised by a more senior staff in the same functional Unit (HR Associate or HR Officer) assisting him/her in personnel administration, recruitment and onboarding processes and other HR related matters, including the performance management, learning and development, welfare issues of personnel which comprise of staff and Affiliate Workforce (AWF).
The incumbent performs personnel administration tasks including recruitments, separations, contracts timely renewal, control and monitoring of absences such as annual leave, sick leave, paternity or maternity leave or other types of absences according to UNHCR regulations, among others HR tasks.
The incumbent keeps contact with DHRM, PAPS/Budapest, Regional Bureau, AC, travel and visa unit, the divisional Sections/Units at HQ and Offices in the Field. The incumbent liaises with local internal and other external entities. The nature of certain functions requires the maintenance of strict confidentiality and discretion.
It is desirable that incumbent exhibits Spanish C2 and English B2, knowledge of Human Resources Policies and Procedures and operational standards of UNHCR, demonstrated experience in HR, experience in recruitment, computer skills (MS Office, WD, Visio), experience in HR management, training and capacity building activities.
Desired education: Psychology, Business Administration and/or Human Resources or related.
Functional ClearanceThis position doesn't require a functional clearance
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Additional Qualifications
SkillsFI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), HR-PeopleSoft Human Capital Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsAdministration - Other, Secretarial - Other
Work Experience
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Other informationTeleworking might be accepted according to the Flexible Work Policy