Human Resources Assistant (G-5)

Vienna

Organization: CTBTO - Comprehensive Nuclear Test Ban Treaty
Location: Vienna
Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Human Resources
- Administrative support
Closing Date: Closed

VA ID:

1997

Grade Level:

G-5

Division:

Office of the Executive Secretary

Section:

Human Resources Services

Unit:

Recruitment and Staff Development Unit

Type of Appointment:

Fixed Term Appointment

Date of Issuance:

26 March 2024

Deadline for Applications:

25 April 2024

Vacancy Reference:

VA131-1997-2024

Reporting Date:

As soon as possible

Please note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.

Qualified female applicants and persons with disabilities are encouraged to apply.

A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.

Organizational Background

The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.

Organizational Setting

This position is located in the Human Resources Services, Office of the Executive Secretary.

Reporting Lines

Under the supervision of the Human Resources Officer, to:

Duties and Responsibilities

Contribute to the efficient, timely, and client-oriented recruitment for fixed- and short-term appointments, temporary assistance, consultancies, and internships within assigned divisions by providing support at various stages of the selection process and assist with quality control of the recruitment and related functions;
Maintain HR related ERP systems and applications, such as SuccessFactors recruitment and performance appraisal modules, and automated databases containing HR related statistics;
Review job descriptions and terms of reference (TOR) to provide initial comments in compliance with the International Civil Service Commission (ICSC) Master Standards; assist in the preparation of primary input data regarding posts earmarked for classification; provide assistance in conducting job classification for general services and professional positions;
Prepare draft vacancy announcements; monitor application activity and flag hard-to-fill posts;
Review candidate’s eligibility against mandatory requirements, prepare initial comments on longlists, and organize and administer technical assessments of candidates; arrange competency-based interviews and recruitment panels, including preparation, compilation and distribution of documents required; represent HRS on the recruitment panels when required; organize Personnel Advisory Panels, update and maintain rosters of suitable candidates;
Provide assistance to hiring managers and panel members in using the e-recruitment system and other HR tools required in the recruitment process;
Assist with establishing and maintaining inter- and intra-divisional cooperation and communication; liaise regularly with divisional HR focal points and follow-up on timely action with substantive divisions and sections;
Support and contribute to the Organization’s talent acquisition initiatives by creating social media content and campaigns for outreach and sourcing efforts, liaising with the Public Information Section in publishing social media content; participate in talent acquisition events, webinars, recruitment bootcamps and career fairs as a featured exhibitor, when required;
Contribute to the preparation of the annual staff development and training plan;
Assist in planning and coordinating the delivery of approved staff development and training plan, including organizing training courses and preparing related materials;
Prepare and process procurement related correspondence, create purchase orders in compliance with the Organzation’s procurement guidelines;
Assist in monitoring the training budget and producing budgetary reports;
Maintain the centralized filing system, including maintaining and updating post management and recruitment files, entries in Talent Management System, recruitment requests on JIRA, HR tracking tools and logs;
Contribute to the knowledge transfer and knowledge sharing initiatives of the Section and the development and documentation of standard operating procedures and practices to facilitate continuous improvement;
Perform other duties as assigned.

Education

Completed secondary education and additional training in human resources;

Work Experience and Qualifications

At least five years of relevant working experience in human resources with a strong focus on recruitment, staff development and training, and talent acquisition, preferably part of which should have been in an international environment;
Knowledge of the ICSC job classification system and experience in using Master Standards is highly desirable;
Experience with Applicant Tracking Systems (such as SAP SuccessFactors) is highly desirable;
Experience with reporting tools such as Microsoft Power BI or other similar applications is desirable;
Attention to detail and ability to conduct quality control; demonstrated high degree of discretion and professionalism;
Good knowledge of Microsoft Office and other standard computer applications is required;

Languages

Excellent written and oral communication skills in English are essential.
Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Competencies

Professionalism - 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;
Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed;
Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; 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;
Team work - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings;
Accountability - Takes ownership of all responsibilities and honors 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;
Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches;
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 relationships 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 and setbacks in projects; meets timeline for delivery of products or services to clients;
Commitment to continuous learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve;
Technological Awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.

Remuneration

CTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm). The salary offered may be subject to deductions to the United Nations Joint Staff Pension Fund and/or Health Insurance Scheme.

Additional Information

This position is for local recruitment only. Only candidates holding a valid residence and work permit in Austria will be considered eligible.
All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement.
Incomplete applications and submission of employment history in formats other than the CTBTO Employment Information Form will not be considered.
The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement.
Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list.
The CTBTO reserves the right to undertake correspondence only with shortlisted candidates.
Candidates under serious consideration for selection will be subject to a reference-checking process.