HR Assistant (60% APAS and 40% PLRH)

The HR Assistant supports the Staff Administration and Social Affairs and Human Resources Planning and Development Programme Managers by administering travel and statutory relocations, assisting in recruitment of freelance interpreters, coordinating ERP system issues, and maintaining HR web pages. The role involves travel planning, validation of travel requests, administration of removals, interpreter contract management, and supporting HR digital tools.

Responsibilities

• Ensure timely preparation and approval of the International Bureau’s travel plan for official and statutory travel, coordinating with travel focal points and agencies.
• Review and validate travel requests, cost estimates, advances, and authorize travel arrangements ensuring compliance with rules and regulations.
• Provide authoritative advice on staff entitlements, allowances, travel procedures, and draft correspondence for Director General’s approval.
• Initiate, review and amend travel authorizations and claims, verify supporting documents, and calculate entitlements.
• Maintain accurate records of travel authorizations, advances, claims, refunds, and prepare reports and updates.
• Contact travel agencies to make reservation changes ensuring least expensive fares and monitor credit card use for official travel.
• Update and maintain the travel guide based on staff needs and propose improvements to travel procedures.
• Review and check payment of travel entitlements for CA and POC Chairs and certain delegates.
• Administer shipment/transport of household goods upon staff appointment and separation, including contacting service providers and drafting correspondence.
• Check eligibility, calculate assignment grants, issue payment instructions, and ensure completeness of removal formalities.
• Act as focal point for recruitment and contract administration of conference interpreters, including payment processing.
• Liaise with relevant directorates and external Chief Interpreter for interpreter engagements.
• Validate interpreter entitlements and fees within ERP system and prepare statistics.
• Support maintenance of HR ERP system (Hubdrive) including travel and interpretation modules as a super user.
• Update and maintain DRH’s intranet/Internet HR web pages ensuring accuracy.
• Perform other duties as required including support for health insurance providers and privileges and immunities in absence of principal HR Assistant.

Requirements

• Secondary school education or equivalent is required (first university degree would be an asset)
• A minimum of five years’ experience in administration or human resources and related fields. Less years of experience may be compensated by a University degree in the field of Administration or Social science.
• Knowledge of airline industries and airfare principles is desirable
• Knowledge of the UPU travel policy, procedures and processes is desirable
• Knowledge of the UPU Staff Rules and Regulations is desirable
• Knowledge of payment structure of interpreters and translators is desirable
• Knowledge of applied security measures for UN travel is desirable
• Good knowledge of Microsoft Office tools and Outlook is required
• Good understanding of HR ERP systems (Hubdrive or similar platforms), including workflow-based process management and HR digital tools is required

Skills

• Administration
• Human Resources Management
• Trip Planning
• Recruitment Support
• Interpreter Contract Management
• ERP System Coordination
• HR Digital Platforms
• Microsoft Office Suite
• Outlook
• Workflow-based Process Management
• UPU Travel Policy Knowledge
• UPU Staff Rules Knowledge
• Payment Structure Knowledge
• Applied Security Measures
• Airfare Principles

Languages

English, French