Org. Setting and Reporting

The United Nations Joint Staff Pension Fund (UNJSPF) was established in 1949 by the United Nations General Assembly to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. UNJSPF administers benefits of more than 80,000 beneficiaries residing in more than 190 countries, paid in 18 currencies, and services more than 150,000 participants who work in the 25 member organizations of UNJSPF. The Fund has offices in New York (United States) and Geneva (Switzerland) and two liaison offices in Nairobi (Kenya) and Bangkok (Thailand), respectively. The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) comprises about 278 staff from diverse countries and cultures, based across four prominent duty stations (New York, Geneva, Bangkok, and Nairobi). We are a career employer offering unique opportunities for growth within the United Nations system. We offer staff competitive benefits, including up to six weeks of annual leave per year, a defined benefit pension plan (not subject to variation of capital markets), parental leave, a comprehensive insurance plan, and flexible working arrangements subject to operational requirements. Our office is located in the heart of Manhattan, within walking distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjold building). Visit www.unjspf.org for more details. This position is located in the Human Resources Unit (HRU) within the Business Support Section (BSS) of the United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA). The Human Resources Assistant will report to the Human Resources Officer.

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties: Administration of Staff Contracts, Benefits, and Entitlements

• Carry out onboarding processes of selected candidates, conduct inductions for new staff members, process Personnel Actions (PA) and issue Letters of Appointment (LOA).
• Monitor contract expiration dates and process requests and actions related to contract extensions; conduct eligibility review of staff for contract conversion.
• Process temporary and permanent staff movements and related administrative actions, including those related to inter-agency agreements.
• Process checkout and related separation personnel actions.
• 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.
• Review and prepare submissions of documentation to the Pension Fund relating to enrollments and awarding of disability benefits.
• Advise staff on entitlements and benefits and process them in the system.
• Review and approve time and attendance requests (parental leave, certified sick leave (CSL), special leave without pay (SLWOP)).
• Monitor implementation and compliance with existing regulations and rules through review of PAs processed in the Enterprise Resource Planning (ERP) system; monitor ECC reports and staffing tables for a variety of human resources activities. Recruitment and placement
• Participate in the selection of candidates for secretarial, clerical and related categories positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short lists of candidates.
• Assist in the filling of posts for all categories, including initiating and following up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Assist in the recruitment of non-staff (consultants and individual contractors and interns).
• Assist in organizing and coordinating competitive recruitment examinations.
• Oversee the maintenance of vacancy announcement files and tracking status of vacancy announcements.
• Review and process personnel actions utilizing Umoja.
• Advise staff on visa matters. Other duties
• Interact with staff seeking information or services on human resources-related issues.
• Draft and/or process a variety of correspondence and other communications.
• Draft correspondence on matters related to legal issues or cases and provide inputs and information for the formulation of office responses to the Management Advice and Evaluation Section (MAES) and the United Nations Dispute Tribunal (UNDT).
• Maintain human resources-related statistics and prepare periodic reports as required.
• Maintain human resources records in both hard copy and electronic formats.
• Perform other relevant tasks as assigned. Competencies
• PROFESSIONALISM: 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. 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. .
• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• 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. Education High school diploma or equivalent is required. Job – Specific Qualification Not available. Work Experience A 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. Experience in the application of human resources policies, regulations and rules is required. A minimum of four (4) years of experience in using Enterprise Resource Planning (ERP) systems, such as Umoja is required. A minimum of four (4) years of experience in administration of staff entitlements is desirable. Working experience in organizational talent management systems, such as Inspira or equivalent, is desirable. One (1) year or more of experience in data analytics or HR reporting is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. 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). Required Languages Language Reading Writing Listening Speaking English UN Level II UN Level II UN Level II UN Level II…