Organization: UNMISS – United Nations Mission in South Sudan
Location: Juba
Grade: Administrative support – Administrative Services and Support – Generally no need for Higher Education
Occupational Groups:
Human Resources
Administrative support
Closing Date: 2024-12-02
Org. Setting and Reporting
This position is located within the Human Resources Management Section of the United Nations Mission in South Sudan (UNMISS, Juba. The Human Resources Assistant reports to the Chief Human Resources Officer through Human Resources Officer.
Responsibilities
Within the limits of delegated authority, the Human Resources Assistant will be responsible for performing the following duties: Recruitment and Staff Selection: • Reviews job openings in consultation with hiring managers, ensuring that the evaluation criteria and responsibilities are in line with the approved or classified documents. • Assists with forecasting and identifying vacancies, preparing job openings, reviewing and screening of candidates. • Assists in conducting preliminary reviews, prepares and submits recruitment cases to Local Review Panels or Field Central Review Bodies. • Participates in the selection of candidates, including conducting roster searches for applicants and identifying short-lists of candidates, evaluating and screening applications, generating personal history profiles of candidates, facilitating the interview process and acting as ex-officio. • Assists in the filling of posts for all categories. For national positions, initiating and following-up on reference checks and academic verifications, ensuring the completion of pre-recruitment formalities, calculating salaries and related benefits, preparing and dispatching offers of appointments and Statement of Emoluments. • Maintains job opening files, ensuring closure of job openings in INSPIRA upon completion of selection. • Prepares and updates recruitment status reports for use by management. • Recruitment of non-staff such as Consultants and international Individual Contractors. Administration of entitlements and benefits: • Receives and reviews grievances and complaints related to entitlements and benefits, assessing and evaluating the merit of each case and making recommendations for resolution; • Reviews and processes entitlements and benefits related actions, making appropriate recommendations where exception is required. • Provides advice to staff as first point of contact regarding interpretation and application of policies, regulations and rules concerning conditions of service, entitlements and benefits. • Provides advice on salaries and related benefits and travel entitlements. • Determines benefits and entitlements for staff on the basis of contractual status in line with Staff Rules and Regulations, preparing justifications for exceptions for review by the Chief Human Resources Officer for reporting in the BTA portal. • Inducts newly recruited staff members by briefing them on administrative formalities, conditions of service, entitlements and benefits. • Assists in resolving complex HR related issues and problems by conducting necessary research and fact finding and preparing drafts and related documentation for review by the Supervisor. •Reviews and approves service entry-sheets (SESs) for consultants and Individual Contractors. Performance Management and Staff Development: • Provides support in advising managers and staff on performance management to ensure effectiveness, compliance and equity. • Ensures compliance with the performance management system, including inputs to the Joint Monitoring Group and Rebuttal Panels in which he or she serves as ex officio member. • Reviews complaints or grievances from staff on performance related matters and initiates actions to resolve them. • Prepares monitoring reports on staff development and career support programmes. • Assists in the development and tracking of career development programmes in liaison with the regional training focal points. Planning and Budget: • Supports the mission planning process throughout the mission lifecycle by preparing documentation and data as well as initial reviews on staffing requirements and organizational structure. • Assists with reviewing recommendations resulting from staffing reviews and providing data that would translate them into staffing requirements for purpose of budget preparation. • Provides assistance and recommendations to the mission’s sections on job classification procedures and the preparation of classification documentation including Job Descriptions and org charts. • Assists with the monitoring of staffing related costs and expenditures in the UMOJA in line with the funds. • Ensures that management of posts is conducted in line with established standard procedures, and processes related transactions such as fund commitment in UMOJA to meet any shortfalls. • Advises managers on loaning of posts between sections and movement of posts and staff between locations based on the Standard Operating Procedures, Staffing table and Post Management. Others: •Coordinates to obtain up-to-date terms of reference for mobility job openings (MJOs). •Creates and approves MJOs in Inspira •Screen candidates for eligibility against the required criteria listed in the MJOs •Communicates reassignment decision to staff members under the global mobility exercise •Initiate their reassignment/ onboarding and coordinate formalities related to movement to the duty station. • Analyses incoming correspondence, and drafts memorandum and faxes related to HR matters. • Assists in preparing policy papers, position papers and briefing notes on issues related to human resources management matters. • Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. • Documents requirements and background information used for data analysis. • Performs other duties as may be assigned.
Competencies
Professionalism: In depth knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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 the audience. Demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
Education
High school or equivalent diploma is required.
Job – Specific Qualification
UMOJA HR Partner certificate is required. Please attached the certificate.
Work Experience
At least eight (8) years of progressively responsible experience in the field of human resources management, administration or related area is required. Experience with the recruitment of international and national staff in an international organization or similar is required. Experience with the recruitment of Consultants and Individual Contractors is required Experience using INSPIRA for the recruitment of staff and non-staff in a United Nations HR/Executive Office or similar organization is required. Experience in providing advice to managers and staff on the interpretation and application of human resources policies and procedures is desirable. Experience in human resources management within a field operation of the United Nations or similar international organization is desirable One year or more of experience in data analytics or related area is desirable
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required.
Assessment
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
Special Notice
This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.