Org. Setting and Reporting

This position is located in the Electoral Assistance Division (EAD) of the Department of Political and Peacebuilding Affairs (DPPA). The Human Resources Assistant will report to the Team Leader of the country team of EAD.

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
Recruitment and placement • Processes and reviews applications for vacancies, under the provisions of the UN single electoral roster framework, for field electoral positions in the UN Secretariat, UNDP, UNOPS, and other UN entities involved in electoral assistance. • Prepares and maintains case files for candidates, ensuring and monitoring the transfer of files of candidates between offices and agencies, arranging for written assessments and interviews, finalizing submissions to the Field Central Review Bodies and entering data on candidates into the automated roster. • Assists in the filling of posts, including initiating and following-up on reference checks and required documentation, ensuring the completion of the pre-recruitment formalities. • Supports rostering exercises, including the preparation of Generic Job Openings, testing and interview exercises. • Assists in the evaluation and screening of applications of candidates for electoral positions. • Maintains vacancy announcement files and tracks status of vacancy announcements. • Coordinates with Executive Offices, field missions and selected candidates on travel arrangements, visa matters and contractual arrangements. • Prepares agenda and provides relevant documentation required for recruitment related meetings. • Advises staff on roster matters. • Initiates and manages the recruitment of consultants for EAD projects/missions in UMOJA.

Administration of entitlements • Provides advice to roster members on entitlements and conditions of service. Staff development and career support training • Assists in the organization and conduct of career development and training courses and workshops. • Provides logistics and administrative support to training courses and workshops.

General • Provides general office support services; drafts and/or processes a variety of correspondenceand other communications. • Sets up and maintains reference files/records (electronic and paper). • Schedules appointments/meetings, monitors deadlines, etc. • Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. • Maintains automated database containing HR related statistics and prepares periodic reports.• Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices. • Performs a variety of administrative duties (e.g., leave recording, request for office supplies and equipment, etc.). • May provide guidance/training to less experienced staff. • Performs other duties as required.

Competencies

Professionalism: Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting. Knowledge of recruitment policies and procedures for United Nations field operations or comparable public international organization. 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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format tomatch audience; demonstrates openness in sharing information and keeping people informed.
Planning & 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.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of experience in human resources management, administrative services or related area is required
Experience in human resources management at the United Nations or similar international organization is required.
Experience in supporting selection, recruitment and on-boarding for field operations is desirable
Experience in the use of web-based testing and/or survey tools is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is a requirement. Knowledge of French and Spanish is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited 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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

United Nations Considerations

According 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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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 Fee

THE 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.