Human Resources Assistant

Org. Setting and Reporting

This position is located within the Human Resources Management Section of the United Nations Mission in South Sudan (UNMISS, Juba. The Human Resources Assistant reports to the Chief Human Resources Officer through Human Resources Officer.

Responsibilities

Within the limits of delegated authority, the Human Resources Assistant 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 Local Review Panels or 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. For national positions, initiating and following-up on reference checks and academic verifications, ensuring the completion of pre-recruitment 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 INSPIRA upon completion of selection.
• Prepares and updates recruitment status reports for use by management.
• Recruitment of non-staff such as Consultants and international Individual Contractors. Administration of entitlements and benefits:
• 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.
• 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 for reporting in the BTA portal.
• Inducts newly recruited staff members by briefing them on administrative formalities, conditions of service, entitlements and benefits.
• 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.
• Reviews and approves service entry-sheets (SESs) for consultants and Individual Contractors. 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.
• Assists in the development and tracking of career development programmes in liaison with the regional training focal points. 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.
• 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 UMOJA 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 UMOJA 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.

Others:

• Coordinates to obtain up-to-date terms of reference for mobility job openings (MJOs).
• Creates and approves MJOs in Inspira
• Screen candidates for eligibility against the required criteria listed in the MJOs
• Communicates reassignment decision to staff members under the global mobility exercise
• Initiate their reassignment/ onboarding and coordinate formalities related to movement to the duty station.
• Analyses incoming correspondence, and drafts memorandum and faxes related to HR matters.
• Assists in preparing policy papers, position papers and briefing notes on issues related to human resources management matters.
• 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 may be assigned.

Education

• High school or equivalent diploma is required.

Job – Specific Qualification

• UMOJA HR Partner certificate is required. Please attached the certificate.

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 with the recruitment of international and national staff in an international organization or similar is required. Experience with the recruitment of Consultants and Individual Contractors is required Experience using INSPIRA for the recruitment of staff and non-staff in a United Nations HR/Executive Office or similar organization is required. Experience in providing advice to managers and staff on the interpretation and application of human resources policies and procedures is desirable. Experience in human resources management within a field operation of the United Nations or similar international organization 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 position advertised, fluency in English (both oral and written) is required.

Source: https://careers.un.org/jobSearchDescription/247680?language=en