Human Resources Assistant

Org. Setting and Reporting

The United Nations Joint Staff Pension Fund was established in 1949 by the United Nations General Assembly to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. The Pension Fund pays benefits in 17 currencies to more than 80,000 beneficiaries who reside in 190 countries, and services more than 140,000 participants who work in the 24 member organizations of the Pension Fund. The Fund has offices in New York (United States) and Geneva (Switzerland) and two liaison offices in Nairobi (Kenya) and Bangkok (Thailand), respectively. The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) comprises about 250 staff from diverse countries and cultures, based across four prominent duty stations (New York, Geneva, Bangkok, and Nairobi). We are a career employer offering unique opportunities for growth within the United Nations system. Our office is located in the heart of Manhattan, within walking distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjöld building). Visit www.unjspf.org for more details. This position is based in New York and is located in the Human Resources Unit within the Business Support Section (BSS) of the United Nations Joint Staff Pension Fund-Pension Administration. The incumbent reports to the Human Resources Officer.

Responsibilities

Administration of Entitlements

• Support maintenance of Umoja entitlements reference tables.
• Review and process staff members' contract extension.
• Review and process special post allowance.
• Review time and attendance record.
• Review and process requests for entitlements and exceptions to the Staff Rules and Regulations concerning travel entitlements, currency of payment of emoluments, and rental subsidy.
• Assist to generate HR reports.
• Assist to prepare and review correspondence.

Recruitment and Placement

• Participates in the selection of candidates for Pension Administration - United Nations Joint Staff Pension Fund, clerical and related categories positions; 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-lists of candidates.
• Assists in the filling of posts for all categories, including initiating Job Openings (JOs) and/or posting Temporary Job Openings (TJOs) in Inspira and following-up on reference checks and academic verification & ensuring the completion of the pre-recruitment formalities.
• Monitor the status of all JOs on a dynamic basis in order to meet the target dates.
• Oversees the maintenance of JOs/TJOs files and tracking status of JOs/TJOs.
• Advises staff on visa matters.
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the human resources (HR) activities such as recruitment, placement, relocation, promotion, performance appraisal, job classification requests and separation.
• Provides advice and guidance to staff under portfolio with respect to human resources procedures, processes and practices, liaising with counterparts in other offices, as necessary.
• Monitors staffing tables; prints and reviews different reports from different sources such as Umoja and UN Management Dashboard; liaises with Programme Managers to assure timely management of staff member appointments, assignments and separation.
• Prepares requests for granting of special post allowances (SPA) for the review of the Departmental SPA panel.

Classification

• Assists in reviewing and processing requests for classification.
• Provides advice and answers general queries on classification procedures and processes.

General

• Conducts exit interviews for separating staff and assists him/her in final arrangements.
• Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
• Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications.
• 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 and provides supervision to new and lower-level staff in the unit.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Performs other duties as required.

Competencies

• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc.
• Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.

Education

High school diploma or equivalent.

Work Experience

At least seven years of progressively responsible experience in human resources management, administrative services or related area is required. Experience with SAP based ERP systems such as Umoja or equivalent is desirable. Experience using recruitment platforms such as Inspira or similar is desirable. One year or more of experience in data analytics or related area is desirable.

Languages

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 another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

This position is available for six (6) months with possibility of extension subject to funding availability. The selected candidate is expected to start as soon as possible.