Job Opportunity at UNHCR

Job Title:

Senior HR Assistant

Operational Context and Desired Candidate Profile

The Senior HR Assistant (MIP) is a member of the regional HR team primarily responsible for reviewing and
processing medical claims for reimbursement, liaising with local hospitals for staff entry, periodic medical
examinations and medical evacuations including issuance of letters of guarantee. The incumbent is required to
exercise highest confidentiality when dealing with all medical issues/activities.
In addition, the incumbent will be responsible for other HR administrative activities at the Regional Bureau such as
but not limited to issuance of attestation letter to staff at the Bureau and HQ Division, maintaining and sharing
routine HR staff data and lists for various purposes such as Security headcounts, and other ad hoc requests as
needed. In relation to the unit support, the incumbent will maintain HR meeting schedules, minutes, team activities
etc. and provide logistic support for HR Workshops and HR meetings as well as Logistic support for recruitment
(booking rooms, sending out invitations, facilitating tests etc.).
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so
within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter,
UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability
frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with
the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism,
integrity and respect for diversity.

Duties
– Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare
documents for the interview panel for the recruitment of local staff.
– Process local staff members’ contracts, entitlements and benefits in accordance with Staff Rules and
established HR procedures.
– Update personnel related information in Workday/HR module where this activity has been rolled out from
PAS to the respective office.
– Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting
UN/UNHCR staff rules and regulations.
– Assist newly arrived international staff with administrative formalities related to their accreditations,
security/ground passes, submission of completed forms and related documents to headquarters, arrange
travel and hotel reservations
– Assist with shipment of their personal effects in coordination with the logistics section.
– Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff
and dependents in case of medical evacuations, as well as security evacuations/relocations. Maintain daily
tracking record of staff and families to provide accurate information in case of emergency.
– Maintain personnel records in the office, including maintenance of the attendance, overtime and leave
records.
– Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime
claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.
– Initiate routine correspondence on HR matters for the authorizing officer’s approval.
– Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience
Years of Experience / Degree Level
For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor
or equivalent or higher

Certificates and/or Licenses
Secretarial; Administrative.

Relevant Job Experience

Essential
Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support
services in an international organization.

Desirable
Field experience with UNHCR and/or with other humanitarian organizations is an asset. High IT affinity and working
experience of Workday

Functional Skills
IT-Computer Literacy;
PG-Resource Planning; eg. FOCUS, Global Focus Insight;
FI-PeopleSoft Financial Management;
HR-PeopleSoft Human Capital Management;
UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
IT-Enterprise Resource Planning (ERP);
EX-Field experience with UNHCR and/or with other humanitarian organizations;

Language Requirements
For General Service jobs: Knowledge of English and Thai.
Competency Requirements
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation

Cross-Functional Competencies
Planning and Organizing
Technological Awareness
All UNHCR workforce members must individually and collectively, contribute towards a working environment where
each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for
sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination,
and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct,
support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant
UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context
may contain additional essential and/or desirable qualifications relating to the specific operation and/or position.
Any such requirements are incorporated by reference in this Job Description and will be considered for the
screening, shortlisting and selection of candidates.