Org. Setting and Reporting
The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political missions, Agencies, Funds and Programmes of the UN system worldwide. The position is located within the Human Resources Unit, Central Service, United Nations Global Service Centre (UNGSC) in Brindisi, Italy. The incumbent will report to Chief Human Resources Officer (CHRO).
Responsibilities
Within the limits of delegated authority, the Human Resources Assistant, FS-5 will be responsible for performing the following duties: Recruitment and Staff Selection • Reviews job openings in consultation with hiring managers, ensuring that the evaluation criteria and responsibilities are in line with the approved or classified documents. • Assists with forecasting and identifying vacancies, preparing job openings, reviewing and screening of candidates. • Assists in conducting preliminary reviews, prepares and submits recruitment cases to (Field) Central Review Bodies. • Participates in the selection of candidates, including conducting roster searches for applicants and identifying short-lists of candidates, evaluating and screening applications, generating personal history profiles of candidates, facilitating the interview process and acting as ex-officio. • Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of prerecruitment formalities, calculating salaries and related benefits, preparing and dispatching offers of appointments and Statement of Emoluments. • Maintains job opening files, ensuring closure of job openings in HRIS upon completion of selection. • Prepares recruitment status reports for use by management. Administration of entitlements and benefits: • Supervises and monitors the work of Human Resources Assistants at the lower level in carrying out all human resources transactions including but not limited to approving personnel actions in HRIS and related HR transactions and maintenance of staffing tables. • Receives and reviews grievances and complaints related to entitlements and benefits, assessing and evaluating the merit of each case and making recommendations for resolution; Reviews and processes entitlements and benefits related actions, making appropriate recommendations where exception is required. • Provides advice to staff as first point of contact regarding interpretation and application of policies, regulations and rules concerning conditions of service, entitlements and benefits. • Administers and provides advice on salaries and related benefits and travel entitlements. • Determines benefits and entitlements for staff on the basis of contractual status in line with Staff Rules and Regulations, preparing justifications for exceptions for review by the Chief Human Resources Officer before submission to the Headquarter. • Inducts newly recruited staff members by briefing them on administrative formalities, conditions of service, entitlements and benefits. • Approves personnel related actions in HRIS within authority delegated to the mission. • Assists in resolving complex HR related issues and problems by conducting necessary research and fact finding and preparing drafts and related documentation for review by the Supervisor. Performance Management and Staff Development: • Provides support in advising managers and staff on performance management to ensure effectiveness, compliance and equity. • Ensures compliance with the performance management system, including inputs to the Joint Monitoring Group and Rebuttal Panels in which he or she serves as ex officio member. • Reviews complaints or grievances from staff on performance related matters and initiates actions to resolve them. • Prepares monitoring reports on staff development and career support programmes. • Assist in the development and tracking of career development programmes in liaison with the mission training focal points, the DFS Career Development Unit and the Field Career Development Officers. Planning and Budget: • Supports the mission planning process throughout the mission lifecycle by preparing documentation and data as well as initial reviews on staffing requirements and organizational structure. • Assists with reviewing recommendations resulting from staffing reviews and providing data that would translate them into staffing requirements for purpose of budget preparation. • Supports review of budget drafts of mission’s sections and ensures that data and actions asked for in the FPD guidelines on budget reviews are provided by HR assistants and mission sections for review and reflection in the budget draft. • Provides assistance, and recommendations to the mission’s sections on job classification procedures and the preparation of classification documentation including Job Descriptions and org charts. • Assists with the monitoring of staffing related costs and expenditures in the HRIS in line with the funds. • Ensures that management of posts is conducted in line with established standard procedures, and processes related transactions such as fund commitment in the HRIS to meet any shortfalls. • Advises managers on loaning of posts between sections and movement of posts and staff between locations based on the Standard Operating Procedures, Staffing table and Post Management. • Updates staffing tables in HRIS systems in line with the authorized staffing table provided by FPD. Other: • Under the supervision of the CHRO, the HRO contributes to the monitoring and evaluation of the implementation of delegated authorities, through inter-alia, the Human Resources Management Scorecard (HRSC), Service Level Agreements, HR indicators, and the Senior Managers’ Compact. • Contributes to the development of a set of actionable and targeted change management plans, including coaching and training in order to implement these responsibilities and reports on possible gaps and risks and recommends corrective action. • Assist with the development of a communication strategy with a dedicated intranet page on HR issues and regular formal and informal meetings. • Conducts research on precedents, policy rulings and procedures. • Maintain human resources information systems, including constant update and generation of information and reports for use by management. • Advises and counsels staff in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlements. • Assists in preparing policy papers, position papers and briefing notes on issues related to human resources management • Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. • Documents requirements and background information used for data analysis. • Performs other duties as required.
Competencies
Professionalism: Knowledge of human resources policies, practices, procedures, and tools and ability to apply them in an organizational setting. Ability to identify issues, analyze and formulate opinions, make conclusions and recommendations on complex human resources policy and development issues. 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; the ability to analyze and interpret data in support of decision-making and convey resulting information to management; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Planning and 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.
Education
High-school diploma or equivalent is required.
Job – Specific Qualification
Technical or Vocational Certificate or training in human resources management, business or public administration, social sciences, education, or related field experience is required. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
Work Experience
At least eight (8) years of progressively responsible experience in the field of human resources management, administration or related area is required. Experience in recruitment (National and International) and administration of entitlements and benefits in the United Nations or in a similar international organization is required. Experience with human resources ERP systems based on SAP (such as UMOA) and Oracle/PeopleSoft (Inspira) or other similar platforms is required. Experience in data analytics or related area is desirable. Experience in the engagement and administration of Consultants and Individual Contractors in the United Nations or in a similar international organization is desirable. Experience in talent or candidate outreach is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral) and written is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
• This position is temporarily available until 28.01.2025. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.