Senior Human Resources Assistant

Org. Setting and Reporting

The position is located in the Human Resources Section, Executive Office in the Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. This position is based in the Regional Office for Middle East and North Africa, in Amman, Jordan. The Senior Human Resources Assistant reports to the Regional Human Resources Business Partner.

Responsibilities

Within delegated authority, the Senior Human Resources Assistant will be responsible for the following duties:

Workforce Planning, Recruitment and Placement

• Supports and facilitates workforce planning by regularly reporting on vacancies, appointments and assignment and sharing monitoring reports to management for their consideration and to facilitate planning and decisions.
• Participates in the selection of candidates, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-list of candidates.
• Assists in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Provides input into policy development for the HR policies of staff in the General Service and related categories.
• Schedules and coordinates entry tests.
• Assists in organizing and coordinating competitive recruitment examinations.
• Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
• Reviews and processes personnel actions through UMOJA.
• Advises staff on visa matters.

Classification

• Assists in reviewing and processing requests for classification.
• Provides advice and answers general queries on classification procedures and processes.
• Assists in providing documentation and background materials relating to classification appeals.

Administration of entitlements

• Reviews and processes data pertaining to conditions of service.
• Reviews and processes requests for entitlements and exceptions to the Staff Rules and Regulations concerning travel entitlements, currency of payment of emoluments and rental subsidy.
• Monitors issues on conditions of service of staff and advises the supervisor of any developments. Staff development and career support training
• Assists in the delivery of career development programmes and support
• Assists in the organization and conduct of training courses and workshops.
• Participation in preparation of the Whole Office Learning plan and individual learning plans in consultation with the Senior Management, HR Analyst and Learning Manager.

General

• Supervises the maintenance of automated databases and the centralized reference and filing systems.
• Undertakes research on a range of HR related issues and prepares notes/reports.
• Conducts research on precedents, policy rulings and procedures.
• Supervises compilation and preparation of statistical reports on HR related issues.
• Assists in the preparation of information circulars for HR related issues.
• Conducts exit interviews for separating staff and assists him/her in final arrangements.
• Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications; performs budget preparation input monitoring and implementation in UMOJA, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
• Prepares written response to queries concerning HR related matters.
• Trains new and lower-level staff in the unit.
• Facilitation of knowledge building and knowledge sharing
• Performs other duties as required.

Education

• High school diploma or equivalent is required. University Degree in Human Resources, Business or Public Administration is desirable.

Work Experience

• A minimum of ten (10) years of progressively responsible experience in human resources management, administrative services or related area is required. Working experience in the staff recruitment and talent management tool such as Inspira is required. Working Experience in the Human Resources context within the UN Common System or other comparable international organizations is required. Working Experience in the operational application of human resources management policies and practices is desirable. Working experience in using Human Resources Management Enterprise Resources Planning System (ERP) such as UMOJA (SAP) is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (both oral and written) is required. Knowledge of Arabic language is desirable.

Source: https://careers.un.org/jobSearchDescription/241087?language=en