Human Resources Assistant

Posting Period
19 February 2014-21 March 2014

Job Opening number

14-HRE-ECA-33465-R-ADDIS ABABA (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the Office of Human Resources Services Section (HRSS) of the Division of Administration (DoA), United Nations Economic Commission for Africa (UN-ECA). The Human Resources Assistant reports to the Chief of Unit. For more information, please visit our website: www.uneca.org.

Responsibilities

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

RECRUITMENT AND PLACEMENT:

  • Participates in the selection of candidates for secretarial, 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-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 for secretarial/clerical/trades and crafts/security positions.
  • 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 IMIS.
  • Advises staff on visa matters.

ADMINISTRATION OF ENTITLEMENTS:

  • Supervises and supports maintenance of IMIS entitlements reference tables.
  • 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 development of career development programme
  • Assists in the organization and conduct of training courses and workshops.

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.

GENERAL:

  • Assists in providing documentation and background materials relating to classification appeals.
  • 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 IMIS, 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 and provides supervision to new and lower-level staff in the unit.
  • Performs other duties as required.

Competencies

PROFESSIONALISM:

  • Knowledge of human resources policies, procedures and practices and ability to interpret and 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 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.

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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience

  • A minimum of ten years of progressively responsible experience in human resources management, administrative services or related area.

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 Method

  • A written assessment and competency-based interview will be conducted as part of the recruitment process for this position.

Special Notice

  • Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
  • External candidates will be considered when no internal candidates are identified. If selected, externals will be responsible for any travel expenses incurred to take the ASAT exam, on appointment and separation.

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.

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