Posting Title: Human Resources Assistant, G6
Job Code Title: HUMAN RESOURCES ASSISTANT
Department/ Office: Economic and Social Commission for Asia and the Pacific
Duty Station: BANGKOK
Posting Period: 14 June 2021-13 July 2021
Job Opening number: 21-HRE-ESCAP-157354-R-BANGKOK (O)
Staffing Exercise ID: N/A
Organization Setting and Reporting
The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.
This position is located in the Staff Advisory Services of the Human Resources Management Section, Division of Administration. The Human Resources Assistant works under the direct supervision of the Human Resources Officer.
Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
Recruitment and placement
- Assists in the filling of posts in the professional category, particularly the completion of pre-recruitment formalities, calculating salaries and related benefits, preparing and dispatching offers of appointment and Statement of Emoluments.
- Coordinates the on-boarding process, including medical clearance, travel arrangements, shipment of personal effects,visa matters, induction and the release/reporting of selected candidates .
Administration of entitlements
- Advises staff and administrative assistants in substantive offices and prepares written response to queries concerning HR related matters in particular those related to benefits and allowances.
- Reviews and processes staff members’ entitlements related claims and other HR-related matters, including dependency allowance, education grant, rental subsidy, mobility and related allowances, medical insurance, group life insurance, pension fund, and time and attendance (covering overtime, night differentials, compensatory time off, sick leave, special leave without pay, and flexible working accessibility arrangements).
- Reviews and processes relevant Personnel Actions and entitlement transactions in “Umoja”, an enterprise resource planning software, and maintains/updates relevant database and reference tables, including monitoring contractual status of staff members and timely extension of fixed-term appointments by utilizing reporting functionalities in HR systems and processing the movement of Professional staff on transfer/secondment/loan within the UN system of organizations.
- Undertakes monitoring functions on applicable entitlements and follows up on cases identified for the purpose until closure of each case.
- Provides general office support services; drafts and/or processes a variety of correspondence and other communications and assists in the preparation for distribution / submission to various offices. Sets up and maintains reference files/records (electronic and paper).
- Maintains automated database containing HR related statistics and prepares periodic reports and reviews organizational staffing tables; generates and reviews business intelligence reports from the enterprise resources planning system.
- Performs other duties as required.
- Professionalism: Knowledge of human resources policies, procedures and practices and ability to apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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.
- 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.
- 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.
High school diploma or equivalent. Additional training in human resources management skills is desirable.
A minimum of seven years of progressively responsible experience in human resources management, administrative services or related area is required. Experience working in the United Nations Common System is desirable. Experience working with Enterprise Resource Planning software, i.e. SAP or Peoplesoft in HR modules is desirable. Experience in handling benefits and entitlements in an international organization is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the ESCAP office, irrespective of nationality and length of time the candidate may have been in the country. If no suitable local candidate is identified, candidates located elsewhere may be considered. The candidate is responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.
Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.