Human Resources Assistant

The Human Resources Assistant supports recruitment, placement, administration of entitlements, staff development, and general office support within the People Operations and Talent Acquisition Unit of ESCAP. The role involves processing applications, maintaining records, assisting with training, and providing HR administrative services.

Responsibilities

• Processes applications for vacancies for Affiliate Personnel, 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 and in Umoja.
• Assists in the filling of posts, reviewing and approving requests before publication, and ensuring the completion of the pre-recruitment formalities for Affiliate Personnel.
• Assists in the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions, as well as Affiliate Personnel.
• Maintains vacancy announcement files and tracks status of vacancy announcements.
• Prepares agenda and provides relevant documentation required for recruitment related meetings.
• Prepares Offer Letters, personnel actions, and other relevant documents.
• Advises Affiliate Personnel on visa matters.
• Reviews and processes requests for certification of entitlements and claims.
• Maintains Umoja entitlements reference tables.
• Assists in the verification and certification of contractual elements of staff members and Affiliate Personnel.
• Assists in the organization and conduct of training courses and workshops for more junior staff.
• 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, including by reviewing submitted documents and verifying information contained in it.
• Performs a variety of administrative duties.
• May provide guidance/training to less experienced staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as required.

Requirements

• High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.
• A minimum of five years (or three year if graduated with a bachelor’s degree) of experience in human resources management, administrative services or related area is required.
• At least one year of experience in the administration of human resources matters for staff members and/or affiliate personnel, including internship programmes, is required.
• At least one year of experience in verification and certification of contractual elements using Enterprise Resource Planning system in HR modules, e.g. SAP, Peoplesoft is required.
• Experience building relationships with clients in HR administration, in the United Nations Common System or in an International Organization, is desirable.
• Experience in processing and maintaining personnel files and staff records is desirable.
• At least 1 year of experience in processing, coordinating issuance, and renewal of diplomatic travel documents is desirable.
• One year or more of experience in data analytics, using automated process or AI support in administrative functions, or related area is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Human Resources Management
• Administrative Services
• HR Administration
• Internship Program Management
• Verification and Certification
• Enterprise Resource Planning
• SAP
• PeopleSoft
• Client Relationship Management
• Personnel File Management
• Staff Records Maintenance
• Diplomatic Travel Document Processing
• Data Analytics
• Automated Process
• AI Support in Administration
• Recruitment Support
• Placement Coordination
• Entitlements and Benefits Administration
• Staff Development

Languages

English