HR Assistant (G3, 50%)

The HR Assistant will contribute to the effective delivery of HR administration services by performing structured administrative and protocol-related tasks in support of staff members. The role ensures accurate and timely processing of documentation related to visas, legitimation cards, residence matters, employment certificates, and routine HR administrative actions.

Responsibilities

• Administering visa, legitimation card and residence processes accurately and in compliance with established procedures
• Reviewing documentation for completeness and correctness prior to submission
• Preparing standardized protocol correspondence (including Notes Verbales and related documentation) and dispatching within required timelines; updating and maintaining records
• Conducting communication with host country authorities in accordance with formal protocol requirements
• Providing routine guidance to staff members and eligible dependents on application procedures, documentation requirements, and administrative steps related to residence status and HR administration processes
• Reviewing applications for compliance prior to submission; co-ordinating follow-up actions; addressing routine queries promptly and accurately
• Maintaining personnel documentation and related administrative records, including protocol-related files accurately and confidentially in electronic and physical filing systems
• Updating HR data in relevant systems to reflect status changes; organizing and archiving supporting documentation in accordance with retention standards
• Preparing standard HR certificates and attestations accurately and in accordance with established templates and procedures, including employment confirmations, residence-related attestations, and similar administrative records
• Performing routine HR administrative tasks in support of the Unit’s protocol, policy and employee relations work, including co-ordination of shared administrative mailboxes, tracking and routing requests, staff cases, maintaining files, logs and action trackers, monitoring deadlines and ensuring timely completion of assigned actions
• Performing accurate record-keeping, structured filing, and adhering to established procedures

Requirements

• Completed secondary education; training in general or office administration, protocol procedures, HR administration, or records management would be an asset
• At least three years of relevant administrative or clerical experience, preferably in HR administration or protocol support; a university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility
• Experience working with administrative / office procedures, document review, and record-keeping systems
• Computer literate with practical experience using Microsoft Office applications
• Strong attention to detail and accuracy in handling documentation
• Client-service orientation and ability to communicate clearly with staff from diverse backgrounds
• Excellent oral and written communication skills in English and German are required
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities
• Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity

Skills

• HR Administration
• Protocol Procedures
• Records Management Projects
• Administrative Procedures
• Document Review
• Record-Keeping Systems
• Microsoft Office Suite
• Client-Service Orientation
• Oral Communication
• Written Communication
• Gender Awareness
• Teamwork
• Attention to Detail
• Visa Documentation Processing
• Employment Certificate Processing

Languages

English, German