HR Assistant - Assignments Committee (AC) Secretariat

This position is open to internal and external applicants. The usual eligibility requirements are waived. Please refer to para. 20-22 of the PPAL Procedural Rules and Regulations. HR Assistant

Organizational Setting and Work Relationships

The HR Assistant is a member of the Local Assignments and Fast Track Unit. The post is directly supervised by the Head of Unit.  The incumbent will perform administrative and support functions to ensure the smooth running of the Assignments Committee (AC) sessions and for the advertisement of positions in the GS and FS categories, as well as support the team in oversight activities related to local vacancy management processes in the Field.  The incumbent of this position will also provide administrative support to the vacancy management process related to Fast Track advertisements of international professional positions.

Specifically, the incumbent will ensure the timely preparation of relevant background materials before AC sessions and provide logistical support during the sessions. He/she will act as the Alternate Secretary. On the basis of the AC minutes and the DHC¿s decisions on the recommended candidates, the incumbent will prepare the draft decisions in a timely manner and in consultation with the Secretary of the Committee.

The incumbent will prepare the advertisement of all positions in the GS category (at HQs) and Field Service positions, in consultation with the HR Associate (AC Secretariat).  He/she will also perform other relevant vacancy management functions in the Unit, including eligibility determination of applicants, update information in MSRP, etc.

The incumbent is also responsible for monitoring the Composition of the Local or Regional Assignments Committees in the Field.  He/she will communicate with field offices, in order to ensure that relevant information is uploaded in the e-safe folder.

To perform his/her functions, the incumbent will interact with other colleagues in the Unit as well as other Units and/or Sections in the Division as well as with other Divisions, Regional Bureaux and Offices in the Field. The nature of certain tasks to be performed requires discretion and confidentiality as per UNHCR standards and practices.


All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

Duties

- Maintain and update job openings using the MSRP HR Local Recruitment Module, perform screening of applicants, determine eligibility in accordance with relevant rules and regulations and ensure that eligible applicants are shared with the relevant manager.
- Ensure effective and client oriented communication with the manager during all the phases of the vacancy management process.
- Maintain/update MSRP records as required.
- Prepare the master file/agenda for Committee sessions. Prepare the background material relevant to each session.
- Provide logistical support during a Committee meeting, install laptops and prepare the meeting room. 
- Prepare the draft Summary of Decisions of the Deputy High Commissioner.
- Maintain a matrix of Local/Regional Assignments Committees including responsible officials and staffing in the offices.
- Send reminders as required regarding AC Compositions due to expire.  Review new compositions received to ensure adherence to the PPAL.  Follow up as necessary if the composition does not meet requirements. 
- Prepare the grading and letter of offer in respect of Temporary Assignments in the General Service and Field Service categories.
- Assist the Office with travel, prepare travel authorisation forms and assemble information pertinent to purpose of travel as well as other routine administrative matters.
- Establish an electronic storage system through e-SAFE and ensure the accurate transfer of all AC documents into e-SAFE.
- Replace the HR Associate (AC Secretariat) during periods of absence.
- Respond to local assignments related queries coming from the field. Draft correspondence as needed.
- Update and maintain accurate information in MSRP in relation to GS and FS vacancies.  Maintain a tracking chart of vacancies in the GS and FS categories.
- Prepare statistics relating to AC appointments.
- Support the HR Associate (AC Secretariat) in MSRP local recruitment module related issues and provides support to field counterparts when needed.
- Perform other duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G4 - 4 years relevant experience with High school diploma

Field(s) of Education
not specified;

Certificates and/or Licenses
HCR Writing Effectively;
Human Resources;
ICDL Full Certification;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
Completion of secondary education or its equivalent technical or commercial school with course work/training/diploma in Office Management/ Administration, Human Resources or related field. Minimum 4 years of job experience in progressively responsible clerical functions, knowledge of administrative or human resources rules, procedures, processes in the context of UNHCR. Excellent computer skills in Microsoft office applications (Word, Excel, Power Point) and able to operate in People Soft (MSRP, HR module). 
Desirable:
Training in UNHCR specific learning/ training activities (i.e. Effective Writing course).

Functional Skills
HR-Recruitment & Vacancy Management procedures;
HR-Human Resources;
(Functional Skills marked with an asterisk* are essential)

Language Requirements
Fluency in English Essential, working knowledge of French Desirable. C001L1 - Accountability Level 1
C002L1 - Teamwork & Collaboration Level 1
C003L1 - Communication Level 1
C004L1 - Commitment to Continuous Learning Level 1
C005L1 - Client & Result Orientation Level 1
C006L1 - Organizational Awareness Level 1
X003L1 - Technological Awareness Level 1
X005L1 - Planning and Organizing Level 1
X009L1 - Change Capability and Adaptability Level 1 English is Essential, French would be an asset.

Closing date for submissions or applications is 24 November 2019.