Vacancy #: UNIOGBIS/MSD/HRTU/2019/04
Deadline: 15 days from the posting date
Post Title: Human Resources Assistant
Level: GS-4 (Fixed-Term Appointment)
Post Number: 30906914
Organizational Unit: UNIOGBIS/MSD/HRTU
Initial Appointment: 1 year (Subject to extension)
UNIOGBIS invites qualified Internal/External candidates to apply for the position highlighted above. Candidates are requested to submit the P.11 form/CV to UNIOGBIS Human Resource Office and clearly indicate the vacancy number they are applying to and attach copies of the following: Proof of Guinea-Bissau nationality (Birth Certificate/National Identity Card/Passport), diploma/certificate and employment letters from previous employer(s). Incomplete P.11 form/CV will not be processed.
Please note that you can also apply by email to [email protected]; Kindly note that applications received will be reviewed and only short-listed candidates will be notified. Applications received after the deadline will not the accepted.
Description of main duties and responsibilities:
Under the delegated authority of the Chief Human Resources Officer, the Human Resources Assistant will be responsible for the following duties:
Recruitment and placement:
- Assists with the processing of recruitment for international and national positions;
- Assists with the review of applications to ensure that candidates meet eligibility criteria, including requirements stated in the job openings;
- Initiates and follows-up on reference checks, in respect of academic verifications and employment records, ensuring the completion of the pre-recruitment formalities;
- Initiates and prepares offer of appointment, including statement of Emoluments, for review by the Human Resources Officer;
- Maintains up to date electronic roster for successful applicants to national category job openings, establishing contacts with candidates to update rosters;
- Advises staff and selected candidates on visa procedures and requirements;
- Assists with inductions and administrative arrangements for newly recruited staff;
Administration of entitlements and benefits:
- Reviews and maintains time and attendance records of staff, processing leave requests, liaising with Sections and staff in case of discrepancies;
- Maintains and regularly updates official status files for national staff in the missions;
- Processes, under guidance of supervisors, entitlements and benefits related actions in the system;
- Assists with the monitoring and documentation of issues related to conditions of service of staff and advise the supervisor of any developments;
- Prepares and drafts statistical reports, memorandum and faxes for review by the supervisor;
- Assists with the compilation and preparation of statistical reports on HR related areas;
- Assists with the communication to separating staff on exit interviews and assists them with the final arrangements;
- Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications; Prepares and drafts written response to queries concerning HR related matters;
- Assists in providing documentation and background materials relating to classification;
- Performs other duties as required.
Professionalism: Strong analytical skills and ability to conduct comprehensive political research on range of issues, including those of a unique and/or complex nature. Knowledge of contemporary international relations and UN system, organization and interrelationships. Shows pride in work and in achievements; demonstrate 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; listen 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.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits inputs by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning and Organization: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjust priorities as required; allocates appropriate amount of time and resources for completing work; foresees risk and allows for contingencies when planning; monitors and adjust plans and actions as necessary; uses time effectively.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps a client informed of progress or setbacks in projects; meets timeline for delivery of product or services to client.
Qualifications and Requirements:
Education: High school diploma or equivalent is required. Course work/training in human resources are highly desirable.
Experience: A minimum of 3 years of progressively responsible experience in human resources management, administrative services or related areas is required. Experience in application of UN Staff Rules and Regulations in operational environment is desirable, including administration of a broad range of entitlements and benefits.
Language: English and French are the working languages of the United Nations Secretariat. Fluency in English or French (both oral and written) is required, as well as Portuguese.
Other skills: Very good computer skills; Knowledge of UN applications such as Inspira, Umoja and FSS is an advantage.
|Preference will be given to equally qualified women candidates. Completed detailed applications documentation as specified above referring to Vacancy#: UNIOGBIS/MSD/HRTU/2019/04 should be forwarded to the attention of: Human Resources Section (HRS), UNIOGBIS Headquarters, Bairro Penha – Bissau, Guinea-Bissau.|