Org. Setting and ReportingThese positions are located in the Office of Human Resources Management Section of the Resources Management Service of the United Nations Trade and Development (UNCTAD). The Human Resources Assistant reports to a Human Resources Officer and receives the overall guidance of the Chief of Section. ResponsibilitiesWithin delegated authority, the Human Resources Assistants will be responsible for the following duties: Recruitment and placement • Liaises with Divisions concerning recruitment, administration and separation of all types of staff and personnel. • Participates in the selection of candidates for all categories positions, including, evaluating and screening applications of candidates, preparing profiles of candidates, and supporting in conducting preliminary assessments as required conducting roster searches for vacancies and identifying shortlists of candidates. • Reviews and creates the job openings in Inspira and liaises directly with the hiring managers. • Assists in the filling of posts for all categories, including initiating and following up on informal reference checks, ensuring the completion of the pre-recruitment formalities and coordinating the onboarding of selected candidates with the HR Partner. • Assists in organizing and coordinating substantive assessments. • Oversees the maintenance of job opening files and tracking status of job openings. • Reviews the recording of requested personnel actions as needed. • Advises staff on visa, travel documents and other HR related matters. • Reviews requests of contract extensions in line with the circumstances of the post, i.e. availability of funds, vacancy management and service needs; of performance and rules and regulations. • Reviews and processes requests for special post allowances and other entitlements and claims, as appropriate. • Evaluates requests for exception to the Staff Rules and Regulations concerning contractual matters or staff entitlements, including researching on precedents, policy rulings and procedures to ensure consistency in decision-making; makes recommendation to the supervisor for decision and records accordingly such exceptions as appropriate. • Maintains reference tables as required. Staff development and career support training • Assists in the identification of staff development needs as well as in the organization and conduct of training courses and workshops. • Provides logistics and administrative support to trainers. • Performs a variety of administrative duties, including preparing and/or processing administrative requests/documents, related to the contracting of trainers or of other associated procurement services. • Supports in developing and implementing HR related briefings to staff. • Assists clients in the management of performance appraisal. Classification • Assists in reviewing and processing requests for classification. General • Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports. • Supports the implementation of HR projects, inter alia, for the improvement of workflows, data collection and reporting, electronic filing, induction programmes. • Undertakes research on a range of HR related issues and assists in the preparation of notes, reports and statistics. • Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; sets up and maintains files/records (electronic and paper); monitors deadlines, etc. • Prepares written response to requests from Divisions and other queries concerning HR related matters. • Trains and provides supervision to new and junior staff as directed and actively participates in HRMS briefings to clients as needed. • Coordinates with other team members on the establishment of work priorities for back-up purposes. Supports communication initiatives to disseminate and raise awareness of issues relevant to staff at large including in respect of staff rules and regulations, and new initiatives or change reforms steered globally at UN Secretariat level. • Assists client offices with the recruitment and administration of non-staff. • Performs other duties as required. CompetenciesProfessionalism: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Ability to autonomously review the accuracy of data and to gather relevant information before presenting it for decision. Capacity to analyze large human resources data sets and to prepare summaries for decision making. 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. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. 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. Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. EducationHigh school diploma or equivalent is required. Job - Specific QualificationFormal HR training is desirable. Work ExperienceA 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) for candidates who possess a first-level university degree or higher. Out of these, at least four (4) years working in a human resources team in the United Nations system or similar international organization providing human resources services is desirable. Experience using ERP applications for human resources purposes is desirable. Experience as HR practitioner with electronic recruitment platforms such as Inspira is desirable. Experience in the management of data, analysis and reporting is desirable. Experience providing support in the organization of trainings or workshops is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. Either Spanish or Arabic or Russian or Chinese (Mandarin) is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).