Human Resources Section invites all interested and qualified candidates to apply for the announced position. All interested candidates should submit their applications (Personal History Profile - P11 and/or CVs) and copies of their educational certificates to Recruitment Unit via email: minustah-recruitment@un.org.  Please include also the job opening number of the above position in your e-mail application. Acknowledgment will be sent to short listed candidates only.

Organizational Setting and Reporting Relationships: 

This position is located within the Office of the Chief Human Resources Officer (CHRO) in the United Nations Stabilization Mission in Haiti (MINUSTAH). The incumbent will report to the Planning and Communications Officer in the CHRO Front Office.
 

Responsibilities:

Within delegated authority, the Human Resources Assistant will be responsible for the following duties:  (These duties are generic and may not be carried out by all Human Resources Assistants.)

Recruitment and placement

•          Processes applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, arranging for interviews, and entering data on candidates into the automated roster.

•          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.

•          Assists in the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions.

•          Maintains vacancy announcement files and tracks status of vacancy announcements.

•          Coordinates with Executive Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects.

•          Prepares agenda and provides relevant documentation required for recruitment related meetings.

•          Prepares personnel actions.

•          Advises staff on visa matters.

Administration of entitlements

•          Undertakes research on a range of the Human Resources related issues and assists in the preparation of notes/reports.

•          Gathers outstanding hard copy Attendance Sheets for July 2014 – June 2015 from MINUSTAH Civilian staff members and reviews hard copy Attendance Sheets for July 2014 – June 2015 received.

•          Creates, maintains and updates database of all types of leave (annual, home, R&R, sick leave, uncertified sick leave) for all MINUSTAH Civilian staff members for the period July 2014 – June 2015.

•          Compares hard copy Attendance Sheets received with UMOJA leave records submitted by Civilian staff members and flags all discrepancies in database.

•          Prepares final report on status of all leave updates in database for the period July 2014 – June 2015.

•          Assists with conducting training to all Civilian staff on leave submission and attendance reports.

•          Assists with the organization of meetings and other events for the CHRO Front Office, including booking and preparation of venues, availability of supplies and support equipment. Reviews and processes requests for entitlements and claims.

•          Reviews and processes requests for entitlements and claims.

•          Maintains IMIS entitlements reference tables.

•          Assists in the review and processing of data pertaining to conditions of service.

Staff development and career support training

•          Assists in the organization and conduct of training courses and workshops.

•          Provides logistics and administrative support to trainers.

Classification

•          Assists in reviewing and processing requests for classification.

•          Provides advice and answers general queries on classification procedures and processes.

General

•          Provides general office support services; drafts and/or processes a variety of correspondence and other communications.

•          Sets up and maintains reference files/records (electronic and paper).

•          Schedules appointments/meetings, monitors deadlines, etc.

•          Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.

•          Maintains automated database containing HR related statistics and prepares periodic reports.

•          Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.

•          Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.).

•          May provide guidance/training to less experienced staff.

•          Performs other duties as required.

Competencies:

•          Professionalism: Knowledge of the human resources policies, procedures and practices and ability to 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

•          Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

•          Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

•          Creativity: Actively seeks to improve programs or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Qualifications:

Education:  High school diploma is required. Technical or vocational certificate in administrative services, Finance, Human Resources, Business Administration or Personnel Management is an advantage.

Experience: A minimum of seven (7) years of relevant and progressively responsible experience in human resources management, administrative services or related area. 

Language: 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. 

Other: Experience in handling a significant volume of data is required. Ability to work independently with minimum supervision and to pay attention to details and Knowledge in using UMOJA would be considered as and asset.