Human Resources Assistant

Org. Setting and ReportingThis position is located in the Planning, Contracting and Reporting Unit (PCRU), Staffing, Diversity and Outreach Section (SDOS), Human Resources Management Service (HRMS), Division for Management (DM), United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC), in Vienna. The Human Resources Assistant will work under the overall guidance of the Chief of SDOS and the direct supervision of the Chief of PCRU. For more information on UNOV and UNODC, please visit the websites at www.unov.org and www.unodc.org ResponsibilitiesThe incumbent will work in the team responsible for the engagement of non-staff personnel, including Consultants and Individual Contractors (CIC) in PCRU. Within assigned authority, the incumbent will be responsible for the following specific duties: • Provide assistance and support to Vienna-based clients in HR-related matters especially to the engagement of non-staff, in particular consultants and individual contractors. • In coordination with the other team members, provide support and assistance in reviewing and processing requests for the engagement of consultants/individual contractors, by handling the following: initiate and follow-up on reference checks and academic verifications; ensure the completion of the pre-recruitment formalities, review Terms of Reference (TOR), prepare and advertise job openings for consultants and individual contractors; calculate fees, prepare and administer contracts, as requested, ensuring that the administrative provisions as per established rules and procedures are met; ensure that information is correctly entered in various systems. • Monitor and coordinate related payments and performance evaluations. • Review and approve fund commitments for UNOV/UNODC staff/personnel in field offices. • Maintain automated applications and databases containing HR-related information and statistics, as applicable. • Assist in the preparation of necessary documentation related to the engagement of consultants/individual contractors for distribution to various offices, departments and offices. • Provide general office support services to the Chief of Unit, and draft and/or process a variety of correspondence and other communications, if requested. • Undertake research on a range of HR related issues and assist in the preparation of notes/reports. • Provide guidance/training to less experienced staff and personnel. • Act as back-up for colleagues in the team at the G-6 level. • 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. • Perform other work-related duties as required. CompetenciesProfessionalism: Has knowledge of the human resources policies, procedures and practices and is able to apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Has 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five years of progressively responsible experience in human resources management, administrative services or other related fields is required. The minimum number of years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Work experience with an ERP system, such as SAP (Umoja) and the UN talent management system (Inspira) is required. Work experience with UN human resources policies, procedures and practices is desirable. Direct experience in human resources in a United Nations Common System organization or a similar international organization is desirable. Experience with the engagement of consultants is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).