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Human Resources Assistant

Responsibilities:
RECRUITMENT AND PLACEMENT   

• Processes applications for vacancies, prepare and maintain case files for candidates, ensure and monitor the transfer of files of candidates between offices, arranging for interviews, and entering data on candidates into the automated roster. Assists in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments. Assists in the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions. Maintains vacancy announcement files and tracks status of vacancy announcements. Coordinates with Executive Offices, selected candidates and staff on travel arrangements, visa matters and shipment of personal effects. Prepares agenda and provides relevant documentation required for recruitment related meetings.Prepares personnel actions.  

ADMINISTRATION OF ENTITLEMENTS   

• Reviews and processes requests for entitlements and claims.Maintains entitlements in the ERP system. Assists in the review and processing of data pertaining to conditions of service.   

STAFF DEVELOPMENT AND CAREER SUPPORT TRAINING   

• Assists in the organization and conduct of training courses and workshops. Provides logistics and administrative support to trainers.  

CLASSIFICATION   

• Assists in reviewing and processing requests for classification. Provides advice and answers general queries on classification procedures and processes.   

GENERAL

• 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. Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.). 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.Ensures that requirements and background information used for data analysis are documented. Performs other duties as required.

Competencies

• PROFESSIONALISM:    Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting.Demonstrate 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 in 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.  
• TEAMWORK:    Works collaboratively with colleagues to achieve organizational goals. Solicits input 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.  
• 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 with appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

• Completion of secondary education or equivalent is required.  Bachelor’s degree in human resources, business administration and other related area is desirable.

Job – Specific Qualification

• Relevant training in administration, human resources management or related area is desirable.    

Work Experience

• A minimum of five (5) years’ experience in general office support, administrative support and project management support functions is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level University degree. Experience working with Microsoft Office applications is required. Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system is desirable. One (1) year of experience within the United Nations or similar international organizations is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

• For the post advertised, fluency in English required and knowledge of a local language is an advantage.  NOTE: ‘Fluency’ equals a rating of “fluent” in all four areas (read, write, speak, understand) and ‘Knowledge of’ equals a rating of “confident” in two of the four areas.

Administrative Assistant

Responsibilities

• This position plays a lead role within the work unit, as she/he handles highly complex problems involving a broad range of policies, procedures, and practices, and interprets these for staff members. The position supports inter-agency activities. 

Main Duties  
General    

• Provide interpretation of administrative rules, regulations and procedures.   Arrange for and/or attend meetings on day-to-day administrative matters. Participate in discussions of new or revised procedures and practices, and interpret and assess the impact of changes and make recommendations for follow-up action. Coordinate the preparation of regular reports by gathering and summarizing material. Prepare correspondence, draft evaluations and justifications, as required, on tasks which may be of a confidential nature within the assigned area of responsibility. Assist in the preparation of office budgets applicable to staff and servicing costs and maintains budgetary control records. May also supervise activities concerned with office and grounds maintenance, security, transport and similar services; Provide interpretation of administrative rules, regulations and procedures. 

Human Resources   

• Process entitlements, issues staff, personnel and/or consultant contracts and maintains various personnel records and files. Brief staff, consultants and/or personnel on general administrative matters relating to administrative issues such as visas, licenses and security. Participate in the recruitment of support staff for non-specialized work, including evaluating candidate applications, administering routine tests and conducting preliminary interviews of candidates. Assist in coordinating the work of support staff in the office, setting work schedules, assign support staff to meet work requirements and organise for replacements as required. Review and evaluate the work of subordinates. Provide advice and ensure administrative support as required.Procurement   Research, retrieve and present information on sources of supply, vendors by commodity, etc., and obtain specifications for new products and equipment on the market. Prepare requisitions for supplies and equipment locally and abroad and arranges for control of distribution and maintenance of appropriate inventory records. Resolve issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received.  
• In addition, the incumbent will:   Assist 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. Assist with visualizations and updating information material such as web pages or brochures.   Ensure that requirements and background information used for data analysis are documented.   Perform other duties as assigned.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial, and human resources rules and regulations in work situations. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in 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.   
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies and identifies priority activities and assignments; 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 and uses time efficiently.  
• 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 clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

•  Completion of Secondary education or equivalent is required.Bachelor’s degree in Business Administration, Human Resources Management or related areas is desirable.

Work Experience

• A minimum of six (6) years’ experience in general office support, administrative support and project management support functions is required. The minimum years of relevant experience is reduced to 4 years for candidates who possess a first-level university degree or higher.    Experience working with Microsoft Office applications is required.  Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) systems is desirable.  One (1) year of experience within the United Nations or similar international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

• Fluency in English is required and working knowledge of local language is desirable.

Accounting Assistant/Finance Associate

Responsibilities

•  Scrutinizes source documents for completeness, accuracy and validity of charges.   Investigates erroneous charges and takes appropriate corrective accounting actions. Communicates with field offices regarding missing documentation or any other issues related to discrepancies between their accounts and those maintained at Headquarters. Reconciles and reviews suspense accounts and ensure proper clearance procedures have been followed.   Extracts details of income, expenditure, assets and liability from accounting system in order to analyze and verify accuracy and validity. Consolidates data into financial statements. Assists with the monitoring of expenditures to ensures they remain within authorized levels. Examines the validity of requests for increases in imprest levels; prepares disbursement vouchers to replenish imprest accounts. Prepares worksheets and assists with the preparation of financial statements. Audits various accounting transactions, e.g., payroll, education grants, final payments, income tax returns, travel claims, etc., to ensure correctness of disbursements and adherence to relevant staff rules, financial regulations and rules, ST/AI issuances or practices. Serves as Approving Officer for disbursements up to an authorized level. Provides guidance and training to colleagues as required.   Supervises other General Service staff as required.   Drafts/prepares communication to various offices, departments and overseas offices. Responds to queries from staff members and third parties. 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. Ensures that requirements and background information used for data analysis are documented. Performs other duties as may be required.

Competencies

• PROFESSIONALISM:    Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment; ability to maintain accurate records, review and interpret a wide variety of data and ability to identify and resolve data discrepancies and operational problems:  Able to perform analysis, modelling, and interpretation of data in support of decision-making and ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements and demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results and 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.  
• ACCOUNTABILITY:    Takes ownership of all responsibilities and honors commitments and delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.  
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; 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

• Completion of secondary education or equivalent is required. Bachelor’s degree in business, finance, accounting or related field is desirable.

Job – Specific Qualification

• Relevant training in the field of accounting, finance and business administration is desirable.    

Work Experience

• A minimum of Seven (7) years’ experience in accounting and bookkeeping, budgeting, administrative services, or related areas is for candidates who possess Secondary School certification is required. The minimum years of relevant experience is reduced to Five (5) for candidates who possess a first-level university degree or higher.    Experience working with Microsoft Office applications is required.    Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system is desirable.    One (1) year of experience within the United Nations or similar international organization is desirable.    One (1) year or more of experience in data analytics or related area is desirable.

Senior Accounting Assistant/ Accounting Associate

Responsibilities

•  Analyses complex and/or unusual accounting transactions and difficult claims for travel, tax, invoices, entitlements etc. Makes recommendations to Chief of Unit/Section on appropriate follow-up procedures. Reviews and reconciles various clearing accounts to ensure appropriate balances.  Investigates erroneous/invalid entries and takes appropriate corrective accounting action. Audits various accounting transactions, e.g., payroll, education grants, final payments, income tax returns, travel claims, etc., to ensure correctness of disbursement computations and adherence to relevant staff rules, financial regulations, ST/AI issuances or practices.   Reviews completeness of reports and consolidates the accounts of overseas offices on a periodic basis. Prepares worksheets and analyze accounts. Assists in the preparation of financial statements for various funds, e.g., general, peacekeeping, technical co-operation, trust fund, revenue and other special accounts. Approves payment and journal vouchers for various claims/payments, e.g., travel reimbursement, education grants, salary advances, etc., ensuring compliance with relevant rules and control procedures. Provides guidance and training (including the preparation of training materials) to staff at Headquarters and in the field with respect to transaction processing and the use of various ERP systems, tax system. Supervises other general service staff when required.   Drafts/prepares memoranda and responds to queries by staff members, internal and external auditors and from their counterparts in offices away from Headquarters. 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. Ensures that requirements and background information used for data analysis are documented. Performs other duties as may be required.

Competencies

• PROFESSIONALISM:  Knowledge in the use and application of the Organization’s financial regulations and rules as well as accounting policies and practices.  Ability to extract, interpret, and analyse a wide variety of data and to resolve data discrepancies and other problems. Shows pride in work and in achievements and 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.  Able to perform analysis, modeling and interpretation of data in support of decision-making.  
• PLANNING& ORGANIZING:  Develops clear goals that are consistent with agreed strategies.   Identifies priority activities and assignments; 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.  
• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments.   Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules.   Supports subordinates, provides oversight and takes responsibility for delegated assignments.   Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

• Completion of secondary education or equivalent is required.   Bachelor’s degree in business, finance, accounting or related field is desirable.

Job – Specific Qualification

• Relevant training in the field of accounting, finance and business administration is desirable.    

Work Experience

• A minimum of ten (10) years’ experience in accounting and bookkeeping, budgeting, administrative services, or related areas is for candidates who possess Secondary School certification is required. The minimum years of relevant experience is reduced to Eight (8) for candidates who possess a first-level university degree or higher.    Experience working with Microsoft Office applications is required.    Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system is desirable.    One (1) year of experience within the United Nations or similar international organization is desirable.    One (1) year or more of experience in data analytics or related area is desirable.

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