Human Resources Assistant position, G4, Temporary Job Opening (TJO)
DATORE: United Nations Office for Disaster Risk Reduction (UNISDR);United Nations Office in Geneva (UNOG) - LUOGO: Switzerland (Geneva) - SCADENZA: 27 Mar 2015
Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNISDR) is the designated focal point in the United Nations system for the coordination of disaster reduction and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in socio-economic and humanitarian fields. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG/ASG), UNISDR has over 100 staff located in its headquarters in Geneva, Switzerland, and 5 regional offices and other field presences. Specifically, UNISDR coordinates international efforts in disaster risk reduction, and guides, monitors and reports on the progress of the implementation of the Hyogo Framework for Action; campaigns to create global awareness of disaster risk reduction benefits and empowers people to reduce their vulnerability to hazards; advocates for greater investments in disaster risk reduction to protect people's lives and assets, and for increased and informed participation of men and women in reducing disaster risk; and informs and connects people by providing practical services and tools such as PreventionWeb, publications on good practices, and by leading the preparation of the Global Assessment Report on Disaster Risk Reduction and the organisation of the Global Platform for Disaster Risk Reduction.
The position is located in the Executive Office of UNISDR, Geneva. The Human Resources Assistant will report to the Chief of the Executive Office. Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
Recruitment and placement
- Assists with recruitment of UNISDR fixed-term and temporary staff, as well as consultants through Inspira and assists hiring managers (HMs) with building of job openings (JOs) and liaises as necessary with UNOG counterparts on publication and any related matters; assists and guides HMs on evaluation and screening of eligible applications. Processes applications for vacancies, including preparing and maintaining case files for candidates.
- Assists in maintaining vacancy announcement files and tracking status of vacancy announcements keeping UNISDR management and the HMs informed.
- Monitors the transfer of files of candidates between offices, arranging for interviews, and entering data on candidates into the automated roster.
- Coordinates with HRMS/UNOG and selected candidates on travel arrangements, visa matters and shipment of personal effects.
- Advises staff on visa matters.
- Prepares agenda and provides relevant documentation required for recruitment related meetings.
- Reviews and processes personnel actions through IMIS.
- Assists in providing advice and answers general queries on classification procedures and processes.
- Assists in providing information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Monitors IMIS staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
- Monitors consultant payment schedules and processes payments through IMIS in a timely fashion.
Administration of entitlements
- Reviews and processes requests for entitlements and claims.
- Maintains IMIS entitlements reference tables.
- Assists in the review and processing of data pertaining to conditions of service.
- Maintains Time & Attendance records for UNISDR staff.
- Provides general office support services; drafts and/or processes a variety of correspondence and other communications.
- Sets up and maintains reference files/records (electronic and paper).
- Schedules appointments/meetings, monitors deadlines, etc.
- 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.
- Acts as back up and performs other related administrative duties, as required, e.g., supporting travel and workshop processes; monitoring accounts and payment to vendors; inventory management and reporting; organizing and coordinating administrative arrangements for seminars, conferences and translations.
- Performs other duties as assigned.
- Professionalism: Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting. 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 administrative and human resources matters; 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 to match audience; demonstrates openness in sharing information and keeping people informed.
- 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.
- 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.
- 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.
High school diploma or equivalent.
At least three (3) years of experience in human resources management, administrative services or related area is required. Some experience with Inspira recruitment processes is desirable. Some experience in the use of various research sources, including electronic sources on the intranet and other databases would be a strong asset.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French and another official United Nations language is desirable.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
How to apply
Qualified candidates should send the following documentation per email to email@example.com, copying James O’Donnell (email Address:firstname.lastname@example.org) and Ms. Li Li (email Address: email@example.com)
1. Cover letter
2. Personal History Profile (visit https://inspira.un.org to generate a PHP)
3. Last two completed Performance Appraisal or two Reference Letters for external applicants
4. ASAT results
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