Org. Setting and ReportingThis position is in the Regional Office for the Andean Region and the Southern Cone (ROCOL), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) in Bogotá, Colombia. The incumbent will report to the Associate Human Resources Officer and will work under the overall guidance of the ROCOL Operations Officer. ResponsibilitiesAdministration of entitlements • Provide the full range of office management and administrative support regarding the duties and contractual rights of staff with fixed-term appointments (FTA); ensure that information in the databases of the Human Talent Unit and the United Nations Department of Security (UNDSS) is correct and updated. • Assist in coordinating procedures related to the role of HR Mini-Master to solve the problems and / or requirements in the SAP/UMOJA system. • Provide general office support services; and specialised support such as process, draft, edit, proofread and finalise for signature/approval a variety of correspondence and other communications. Set up and maintain files/records. • Prepare formal written responses to queries concerning HR related matters. • Inform headquarters of new developments related to the hiring, administration and termination of personnel. • Manage staff ID cards. • Verify and manage the administration of staff time and attendance. • Ensure smooth and efficient information flow; prepare and process confidential information; assist in the development of office administrative systems and procedure, including information to staff about rules, policies, courses, welfare activities, payments or any new developments that may be of interest. • Ensure the implementation of all organizational policies in all processes, including compliance with standards, adherence to the UNODC code of ethics and conduct and integrate a gender-sensitive approach in all functions. • Perform a variety of administrative duties (e.g. meeting organisation, reservations, office supply and equipment orders) including necessary procedures with the procurement unit for purchases of goods or services. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • In the absence of the unit head, provide support and advice within delegated authority. • Assist and support internationally recruited staff in the processes before the Chancery Protocol Office and assist in accreditation procedures, visas, mission quotas, etc. Training • Manage training opportunities with headquarters. • Disseminate and promote the training plans in the organization. • Support in the logistics of the training provided by the Unit. • Assist in the management, promotion and logistics of wellness activities approved by the organization. • Provide support and assistance to management in the implementation of prevention strategies (i.e. cases of labour conflict, harassment, sexual harassment and abuse of authority, etc.). • Ensure compliance with the completion of mandated courses in accordance with the organization's standards. Recruitment and placement • Assist with the preparation of Terms of Reference (TORs) and requirements to open the vacancies and apply for the vacancy in the system. • Create the vacancies and guide the Hiring Managers (HMs) in the development of the process. • Publish vacancies in national and/or external media as applicable. • Guide HMs on the process in the recruitment platform. • Assist as secretary during the process, managing logistics and consolidating panel information. • Follow up on the closing of the selection process and verify the status of the candidates to inform the Representative of the panel's recommendation. • Guide the candidate during the recruitment process. • Consolidate the recruitment plan information. • The Staff Assistant (Human Resources) will also be responsible for performing other work-related duties, as required. Competencies• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Has knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Can identify issues, formulate opinions, make conclusions and recommendations. Has ability to perform analysis, modeling, and interpretation of data in support of 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to perform analysis, modeling and interpretation of data in support of decision-making. • 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. EducationHigh school diploma or equivalent is required Job - Specific QualificationNot available. Work ExperienceA minimum five years of progressively responsible experience in general office support, technical cooperation or human resources management, is required. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resource Planning (ERP) system is required. Work experience in using computer applications such as word processing, spreadsheets, internet, slide preparation, etc. is required. Experience in working with human-resources policies and procedures of the United Nations or a similar international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in Spanish and English are required. Knowledge of another official United Nations language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis 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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record for integrity and professional ethical standards is essential. United Nations ConsiderationsAccording 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 FeeTHE 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.