Back Human Resources Assistant - G5

Grade: G5

Publication date: 16th December 2024
Application deadline (midnight Abidjan time): 15th January 2025

Vacancy no.: RB/LUANDA/GS/2024/05

Job ID: 12477
Department: RO-Africa
Organization Unit: CO-Luanda
Location: Luanda
Contract type: Fixed Term

The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status and work permit in Angola.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates

  The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

  *Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.

  Organizational Setting

  This position is located in the Human Resources unit in the ILO Country Office (CO) for the African Portuguese speaking countries (PALOP) based in Luanda, Angola. The CO-Luanda also covers the other four African Portuguese speaking countries, Cabo Verde, Guinea Bissau, Mozambique and Sao Tome-et-Principe.

  Main Purpose

  As a team member, the incumbent provides a range of specialized HR support services related to the employment and servicing of staff and managers. The incumbent performs at a fully operational level and in an efficient, effective and client-oriented manner. The incumbent performs HR specialized processes using the enterprise resource planning (ERP) system. The incumbent ensures the correct application of established HR rules, regulations, policies, procedures and guidelines.

  The position works under the supervision of the Director. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in the application of applicable standards.

  Working Relationships

  Internal contacts are with staff and managers in field offices, project locations and headquarters to provide support and exchange information on issues related to service delivery, status of activities, and on correct application of established standards. The incumbent regularly liaises with and receives guidance from the regional HR unit and collaborates appropriately with staff representatives.

  External contacts are primarily with counterparts in Government (permanent missions and concerned authorities), United Nations (UN) agencies and other international organizations, to seek or provide information for the completion of pending issues.

  Key Duties and Responsibilities

  1. Perform a range of specialized HR support duties including initiating, processing and following up on HR administrative actions in the assigned area(s) of work, verifying that information is in compliance with established standards, and maintaining the corresponding files and records.
  2. Collect and review information on HR-related matters and input complete data in the enterprise resource planning (ERP) system. Extract and compile HR data and present information to support analysis and reporting needs.
  3. Provide support in the areas of contract administration and benefits and entitlements by following up on contract renewals, reviewing and verifying information and documentation, determining and monitoring eligibility of staff to receive benefits and entitlements and preparing related official communications and correspondence.
  4. Provide assistance to the recruitment process, including preparing, disseminating and posting vacancy announcements, undertaking preliminary qualification and eligibility screening of applicants, providing support and arranging interviews and tests, serving as note-taker on interview panels as appropriate, and communicating with applicants.
  5. Arrange and assist in the conduct of staff briefing and debriefing sessions.
  6. As a focal point for the Talent Management System, provide guidance and training to staff and managers on new functionalities and requirements, provide first-level support, escalating more complex issues to the next level, and run reports and follow up as required.
  7. Keep abreast of changes to HR rules, regulations, policies, procedures and developments and share information with concerned parties, providing further clarification as required.
  8. Handle various HR inquiries from staff and managers and prepare formal responses requiring explanation of rules, regulations and procedures. Raise more complex issues with the supervisor.
  9. Process documents for stay permits, visas and other official or administrative matters and follow up with concerned staff or authorities as required
  10. Perform other relevant duties as assigned.

      Minimum Requirements

      Education

      Completion of secondary school education.

      📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

      ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

      Experience

      Minimum of five years of office support experience including in the area of HR administration. Experience of working with an enterprise resource planning (ERP) system.

      Languages

      Excellent command of English or French. Working knowledge of Portuguese.

      Knowledge and Competencies (technical/behavioural)

      Knowledge and Competencies (technical and behavioural)
      Knowledge of HR administration.
      Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

      In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

      Ability to interpret and work within the applicable rules, regulations, policies and procedures.
      Ability to adapt quickly to new software and systems.
      Analytical skills and attention to detail.
      A high degree of discretion with sense of responsibility in dealing with confidential matters.
      Interpersonal skills, tact and diplomacy when dealing with others.
      Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

      optional section (only if needed)

      -

      Recruitment process

      Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

      Candidates who are assessed and considered suitable for recommendation but who have not been selected for this vacant position may be offered an assignment to another position at the same grade or at a lower grade to the extent that the said candidates have the minimum qualifications required for this position.

      NB: Women applications and those of people living with a disability are strongly encouraged

      Fraud warning

      The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.