Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2024-01-01
Job Posting End DateJanuary 5, 2024
Standard Job Description
Senior 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.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- 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 Profile Desirable qualifications:
- Workday case management experience
Additional other tasks:
- Update personnel related information in Workday HR platform.
- Assist newly arrived UNHCR staff with administrative formalities related to their onboarding.
- Coordinate departure formalities
- Organize new comers` sessions, facilitate the Code of Conduct sessions when needed.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
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
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Additional InformationThe written test might be included in the recruitment process.
Applicant must be in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country.
Functional clearanceThis position doesn't require a functional clearance