HUMAN RESOURCES ASSISTANT

Org. Setting and Reporting

These positions are located in the Operational Support and Advisory Service (OSAS) and in the Non-Staff Capacities Unit (NSCU) within the Human Resources Services Division (HRSD), Office of Support Operations (OSO), Department of Operational Support (DOS).

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to entities across the Secretariat, including departments, offices away from headquarters, peace operations, regional commissions and tribunals.

The Human Resources Services Division (HRSD) provides dedicated services in support of the human resources requirements of client entities, from process development through service delivery.

The Operational Support and Advisory Service (OSAS) serves as an enabling partner to support clients in fulfilling their mandates. The key services include: providing guidance to entities on the proper exercise of their delegated authorities, advising on the application of human resources policies and procedure, providing advice to managers related to formal and informal conflict resolution, providing input and feedback to the development and/or improvement of simplified policies and procedures, supporting clients in developing, formulating and implementing customized entity-specific HR strategies and plans, and providing support to clients and shared services in the achievement of their human resources management targets and objectives.

The Non-Staff Capacities Unit (NSCU) provides support to managers and business partners on the use of non-staff personnel, such as consultants, government-provided personnel and United Nations Volunteers. The Unit helps clients to obtain the necessary capacities to deliver on their mandates while ensuring adherence to relevant General Assembly resolutions and the framework applicable to the use of non-staff capacities. The Unit also facilitates better coordination with Member States on issues related to personnel contributed by their Governments under non-staff modalities and ensures that these capacities be obtained in compliance with the mandates of General Assembly resolutions.

The Human Resources Assistants will report to the respective section/unit chief or to another designated official within the area of responsibility.

Responsibilities

Advisory Services and Client Relations Management
• Provides consistent, strategic and timely advice in response to entity-specific requests for guidance on all aspects of human resources management as Tier 2 advisory support by researching and responding to human resources practitioners on topics including but not limited to human resources planning, organizational management and classification, staffing, staff development, performance management, and the administration of entitlements.
• Provides advice to client entities on complex human resources procedures and processes (e.g., treatment of potential misconduct issues, negative reference verification outcomes, and delegation of authority issues) on the basis of existing guidance.
• Prepares submissions to the Department of Management Strategy, Policy and Compliance requesting guidance on cases requiring exceptional policy clarification.
• Provides advice on the appropriate usage of all types of staff categories and non-staff capacities throughout the Secretariat in the context of operational workforce planning.
• Keeps abreast of the latest changes in human resources policies in order to be able to correctly advise client entities seeking guidance.
• Supports the team in providing advice and support on complex human resources cases by conducting in-depth reviews of relevant information and documentation, preparing precise and detailed summaries of facts, conducting research into relevant regulations, rules and jurisprudence and preparing initial recommendations for review by the HR Officers.
• Liaises with relevant HQ offices, in particular the Administrative Law Division, to gather relevant information to advise client entities in ongoing matters.

Operational Support
• Contributes to the development of communication and outreach strategies to client entities by identifying frequently asked questions from multiple entities and by actively engaging with counterparts at the working level in those entities to better understand their requirements.
• Contributes to the analysis of client entities by researching their specific composition, needs, and capacity and by recommending appropriate tools to capture and report on such information.
• Serves as a member of project teams for the provision of customized, entity-specific operational support for the development and implementation of human resources strategies, providing advice, recommendations, and information on human resources matters, as appropriate, to the individual needs of the entity.
• Conducts research and prepares background documents related to specific entities, as required.
• Assists in the coordination of programme or project planning and preparation by monitoring the status of programme and project proposals, taking necessary actions to ensure project documents are completed and submitted to relevant parties for approval.
• Supports entities in the development and implementation of an entity-specific operational workforce planning strategy and associated recruitment plans.
• Supports the identification and prioritization of internal and external capacity-building and knowledge management needs in the human resources community by observing trends in the types and number of queries received and by discussing in regular meetings with supervisors and colleagues.
• Provides inputs into the development of human resources policies, procedures, and processes by observing trends in the nature of requests received from entities and making recommendations to address challenging or unclear areas in the human resources framework.
• Provides feedback and lessons learnt to supervisors regarding policies for consolidation and onward transmission to the Department of Management Strategy, Policy and Compliance.
• Provides administrative and coordinating support to cross-Service projects aimed at developing entity-specific human resources strategies by consolidating inputs for reports, ensuring the participation of relevant parties at meetings, producing and distributing meeting minutes, and arranging logistical aspects of brainstorming sessions.

Capacity-Building and Knowledge Management
• Contributes to the development of internal capacity within the Division by identifying knowledge gaps based on requests received for advisory services from client entities and making recommendations for the development of templated responses for inclusion in the centralized knowledge management repository.
• Supports the development of policy-related process guides, guidance packages, and standard operating procedures by researching applicable Staff Rules and Regulations and feeding into the discussions. Supports the identification and prioritization of internal and external capacity-building and knowledge management needs in the human resources community by observing trends in the types and numbers of queries received and discussing in regular meetings with supervisors and colleagues.
• Provides support to the development and maintenance of a digest of all outcomes of Administration of Justice cases by updating the database with new cases and ensuring uniformity of the data.
• Contributes to the production of catalogues and other reference materials relating to the use of staff and non-staff modalities.
• Supports the collection of data either directly from available systems or through outreach to client entities.

Business Process Improvement
• Recommends changes to human resources policies by observing trends and frequently asked questions from the client entities and counterparts at Headquarters.
• Provides advice in relation to the interpretation of Staff Rules and Regulations and legal risks in connection with new processes or guidance documents developed by the Division or the Department and initiates requests for policy clarifications or amendments from the Department of Management Strategy, Policy and Compliance.
• Participates in regular meetings on the topic of reform with the objective of determining which business processes required streamlining or simplification.

General
• Provides administrative and logistical support in the dissemination of policy-related process guides and guidance packages, including by coordinating participation for VTCs.
• Trains and provides supervision and guidance to new and lower-level staff in the unit.
• Provides general office support services such as processing, drafting, editing, proofreading and finalizing for signature a variety of correspondences and other communications.
• Sets up and maintains records (electronic and paper) for internal working files.
• Schedules appointments and meeting, including securing venues and any necessary equipment.
• Provides administrative and coordinating support to cross-Service projects by consolidating inputs for reports, ensuring the participation of relevant parties at meetings, producing and distributing meeting minutes, and arranging logistical aspects of brainstorming sessions.
• Serves as the focal point for the Division on all technical aspects of the Delegation of Authority platform by providing direct access to the data while coordinating with other teams inside and outside of the Division to answer any technical questions.
• Performs other duties as required.

Competencies

Professionalism: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Knowledge of human resources Enterprise Resource Systems (ERP) such as Oracle, PeopleSoft, SAP, etc. Ability to support the development and delivery of specific human resources initiatives and business process improvement projects. Ability to carry out research in contribution to the formulation of standing operating procedures or guidelines. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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. Training in human resources management is desirable.

Work Experience

A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required.
Experience in the application of staff rules and regulations in an operational environment is desirable.
Experience advising clients on human resources policies is desirable.
Experience contributing to business process improvement initiatives is desirable.
Experience carrying out research in contribution to the formulation of standing operating procedures or guidelines is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English (both oral and written) is required. Knowledge of French 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

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.

These positions are 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.

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.

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 needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.