Human Resources Assistant (Temporary) - G5

Organizational Setting

This position is located in the Country Office (CO). The International Labour Organisation (ILO) Country Office in Abuja is responsible for the ILO Offices in Nigeria, Ghana, Liberia, Sierra Leone and is also the Liaison Office for ECOWAS.

Main Purpose

As a team member, the incumbent provides a range of specialized HR support services related to the employment and servicing of staff and managers. The incumbent performs at a fully operational level and in an efficient, effective and client-oriented manner. The incumbent performs HR specialized processes using the enterprise resource planning (ERP) system. The incumbent ensures the correct application of established HR rules, regulations, policies, procedures and guidelines. 
 
The position works under the supervision of the Director. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in the application of rules, regulations, policies, procedures and guidelines. 

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to provide support and exchange information on issues related to service delivery, status of activities, and on correct application of established standards.   The incumbent regularly liaises with and receives guidance from the regional HR unit and collaborates appropriately with staff representatives. 
 
External contacts are primarily with counterparts in Government (permanent missions and concerned authorities), United Nations (UN) agencies and other international organizations, to seek or provide information for the completion of pending issues. 

Key Duties and Responsibilities

1. Perform a range of specialized HR support duties including initiating, processing and following up on HR administrative actions in the assigned area(s) of work, verifying that information is in compliance with established standards, and maintaining the corresponding files and records.
2. Collect and review information on HR-related matters and input complete data in the enterprise resource planning (ERP) system. Extract and compile HR data and present information to support analysis and reporting needs.
3. Provide support in the areas of contract administration and benefits and entitlements by following up on contract renewals, reviewing and verifying information and documentation, determining and monitoring eligibility of staff to receive benefits and entitlements and preparing related official communications and correspondence.
4. Provide assistance to the recruitment process, including preparing, disseminating and posting vacancy announcements, undertaking preliminary qualification and eligibility screening of applicants, providing support and arranging interviews and tests, serving as note-taker on interview panels as appropriate, and communicating with applicants.
5. Arrange and assist in the conduct of staff briefing and debriefing sessions.
6. As a focal point for the Talent Management System, provide guidance and training to staff and managers on new functionalities and requirements, provide first-level support, escalating more complex issues to the next level, and run reports and follow up as required.
7. Keep abreast of changes to HR rules, regulations, policies, procedures and developments and share information with concerned parties, providing further clarification as required.
8. Handle various HR inquiries from staff and managers and prepare formal responses requiring explanation of rules, regulations and procedures. Raise more complex issues with the supervisor.
9. Process documents for stay permits, visas and other official or administrative matters and follow up with concerned staff or authorities as required
10. Perform other relevant duties as assigned.

Minimum Requirements

Education

Completion of secondary school education.

Experience

Minimum of five years of office support experience including in the area of HR administration. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English.  Working knowledge of another official language of the Organization or an official national language of the duty station. 

Knowledge and Competencies (technical/behavioural)

Knowledge and Competencies (technical and behavioural)
Knowledge of HR administration.
Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

Ability to interpret and work within the applicable rules, regulations, policies and procedures.
Ability to adapt quickly to new software and systems.
Analytical skills and attention to detail.
A high degree of discretion with sense of responsibility in dealing with confidential matters.
Interpersonal skills, tact and diplomacy when dealing with others.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.