Org. Setting and Reporting

The position is located in the Human Resources Section of the Executive Office, United Nations Office for the Coordination of Humanitarian Affairs (OCHA) in Geneva, Switzerland. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. The incumbent will report to a Human Resources Officer within the Human Resources Administration Team based in Geneva.

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and placement

• Assists 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 for satisfactory medical clearance, travel arrangements and visa requests, calculating salaries and related benefits, and preparing and dispatching offers of appointment and statement of emoluments through INSPIRA as well as offline
• Coordinates the release/reporting of selected candidates by liaising with offices from Geneva and other United Nations duty stations, preparing release requests
• Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
• Reviews and processes personnel actions through Umoja
• Coordinates with counterparts on separation of staff members and initiates e-Clearances and related actions; processes separation and related entitlements; calculates estimates of termination indemnities and related entitlements for staff members separating on termination
• Advises staff on visa matters. Administration of entitlements
• Reviews and processes requests for entitlements and claims including dependency allowance, education grant and mobility and related allowances.
• Maintains Umoja entitlements reference tables. Staff development and career support training
• Assists in the organization and conducts of training courses and workshops.
• Provides information on training opportunities to Administrative Assistants and counterparts in client department whenever needed. General
• Conducts exit interviews for separating staff and assists him/her in final arrangements.
• Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
• Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in Umoja, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
• Prepares written response to queries concerning HR related matters.
• Trains and provides supervision to new and lower-level staff in the unit.
• Performs other duties as required. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• 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. At least three (3) years of experience in human resources functions within the United Nations Common System or similar international organization is required. Experience in the application of Human Resources rules and regulations in the area of staff administration of entitlements and benefits in the UN Common system or a similar international organization is required. Experience in administering a broad range of personnel actions, entitlements and benefits using Enterprise Resource Planning (ERP) systems such as Umoja is required. Prior experience with using online platforms / ERP systems for onboarding staff such as Inspira or Umoja (or similar) is required. At least one (1) year of experience in data analytics or related area is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French 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). Required Languages Language Reading Writing Listening Speaking English UN Level II UN Level II UN Level II UN Level II Desirable Languages Language Reading Writing Listening Speaking French UN Level I UN Level I UN Level I UN Level I Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. This 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…