Org. Setting and Reporting

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations Security Management System (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. These positions are located in the Executive Office of UNDSS. The Executive Office provides administrative support necessary for the implementation of the activities of the Department. The Human Resources Assistants will report to a Senior Administrative Assistant, and an Administrative Officer or a Human Resources Officer. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/

Responsibilities

Within delegated authority, the Human Resources Assistants will be responsible for the following duties as assigned to respective DSS portfolio encompassing both field and headquarters: Recruitment and placement • Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verification, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and statement of emoluments. • Coordinates with respective offices and selected candidates on broad range of onboarding activities including travel arrangements, visa matters, shipment of personal effects, induction as applicable. • Oversees the maintenance of job opening files and tracking status of job openings through Inspira. Administration of entitlements • Reviews and processes requests for entitlements and claims in Umoja and offline. • Personnel administration processing; analyzing, executing and approving actions for onboarding, movements, contract renewals and separations of staff members, when applicable, including dependency allowances, education grant, rental subsidy and other entitlements, using the Umoja ERP solution, as applicable. General • Assists with the exit interviews and coordinates on final arrangements for separating staff with relevant parties. • Maintains HR-related automated systems and applications, including 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. • 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. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.

Job – Specific Qualification

Successful completion of the Umoja HR Partner training and certification is desirable.

Work Experience

A minimum of seven years of experience in human resources, administrative services, finance, accounting, audit or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience working with a recruitment module/electronic talent management system such as inspira, Oracle People Soft or similar applications is desirable. Experience in the application of human resources rules and regulations in the United Nations Common System or a similar international organization is desirable. Experience working with an integrated information management system for staff administration such as Umoja or similar ERP system is desirable. Experience in office support functions, including use of Microsoft applications such as Word, Excel, PowerPoint, SharePoint within the UN common system or other comparable international organization 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 desirable. Note: Fluency equals a rating of “fluent” in all four areas (speak, read, write and understand). Knowledge of equals a rating of “confident” or “fluent” in at least two of the four areas.

Assessment

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

Special Notice

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for these positions. The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. An impeccable record for integrity and professional ethical standards is essential. • These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. • Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. • The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English/

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.