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Human Resources Assistant
UNITAMS
 Vacancy No: UNITAMS-JO-KHARTOUM-2021-02
 Section/Unit: Office of the Chief of Human Resources
 Grade Level: GL-6
 Supervisor: Human Resources Officer
 No. of Post: 1
 Duty Station: Khartoum
 Duration: Fixed Term
 Closing Date: 08 Dec 2020

 
 Background:

UNITAMS will only accept properly completed and signed Personal History Form (P.11) received before closing date. Please submit your application on the attached P.11 ONLY, CV and Resume will not be considered nor will late submissions after closing date.

 

This position is locally recruited open for Sudanese nationals only.

 

 

UNITAMS will not provide accommodation and travel to locally recruited staff, including during recruitment process.

 

 

UNITAMS is equal employer for men and women. Female candidates are strongly encouraged to apply.

 

 

This post is subject to approval of the 2021 budget.



 
 Duties and responsibilities:

Under the general supervision of the Human Resources Officer, the Human Resources Assistant perform the following responsibilities:

Recruitment and placement

  • Researches and provides accurate information to Human Resources Officers and Senior Managers on human resources staffing issues, assisting in the timely filling of vacancies by facilitating the selection of highly qualified candidates to meet the operational and substantive requirements of the Organization;
  • Reviews job openings ensuring that the evaluation criteria and responsibilities are in line with the approved or classified documents. 
  • Reviews and determines eligibility of applicants in line with requirements stated in the job openings;
  • Initiates and follows-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;
  • Provides inputs into development of HR policies and procedures on Staff Selection and recruitment: Plans, schedules and coordinates written assessments and competitive recruitment examinations. Advises staff and selected candidates on visa procedures and requirements.

 

Administration of entitlements and benefits

  • Interprets, explains and administers entitlements and benefits in line with conditions of service, staff regulations and rules;
  • Provides advice, guidance and information to management and staff on the application and implementation of HR policies, procedures, regulations and rules concerning entitlements and benefits;
  • Reviews and processes entitlements and benefits related actions in HRIS/ERP, making appropriate recommendations where exception is required; 
  • Monitors issues on conditions of service of staff and advises the supervisor of any developments;
  • Conducts research and prepares written responses to queries related to HR matters.

 

Planning and Budget

  • Assists the supervisor in the mission planning process throughout the mission life cycle by preparing documentation and data as well as initial reviews on staffing requirements and organizational structure;
  • Assists with the review of recommendations resulting from staffing reviews and translates them into staffing requirements for purpose of budget preparation;
  • Reviews the budget drafts of mission’s sections and ensures that data and actions asked for in the Organization’s guidelines on budget review are provided by HR assistants and the sections of missions for review and reflection in the budget draft;
  • Assists in reviewing and processing requests for classification, providing advice on classification procedures and processes;
  • Ensures that expenditures related to staffing are within the budgeted staffing costs, coordinating with the Finance and Budget Units at both the mission and Headquarter levels to ensure availability of funds;
  • Advises hiring managers on loaning of posts between sections and movement of posts and staff between locations based on the Staffing table and Post Management, ensuring the integrity of the staffing table as approved in the budget without discrepancy in sections and locations.

 

Staff development and career support

  • Assists in the development of career development programmes to support staff members career needs.
  • Assists in the organization and conduct of training courses and workshops in consultation and coordination with Training Units.
  • Researches on specific career needs of staff and makes appropriate recommendations and staff development plans in line with the HR work-plan.

 

General

  • Maintains an automated databases and the centralized reference and filing systems.
  • Researches on a range of HR related issues and prepares notes/reports;
  • As requested, conducts research on precedents, policy rulings and procedures;
  • Supervises compilation and preparation of statistical reports on HR related issues;
  • Conducts exit interviews for separating staff and assists him/her in final arrangements;
  • Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.;
  • Trains and provides supervision to new and lower-level staff in the unit;

Performs other duties as required.


 
 Minimum Qualification, Skills and Experience Required:

Education: High school diploma or equivalent is required. Course work/training in human resources are highly desirable. 

Work Experience: A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required. 

Experience in application of Staff Rules and Regulations within the United Nations system or a similar international organization is desirable, including administration of a broad range of entitlements and benefits.

Experience in the United Nations system or a comparable international organization is desirable.

Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Arabic is required. Knowledge of other United Nations language is desirable.

 

 

UN CORE VALUES AND COMPETENCIES

Professionalism: Shows persistence when faced with difficult problems or challenges. 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.

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 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.


Assessment:

 

Evaluation of qualified candidates may include a written assessment followed by a competency-based interview.

 

APPLICATION PROCESS:

  • Applicants must accurately complete and date the attached United Nations Personal History form (P.11) and forward the duly completed P.11 copy email to:unitamsrecruitment@un.org. Only.
  • Required documents: Serving UN staff members: The two most recent e-Performance Evaluation Reports must be submitted with the application. 
  • For External applicants: Two most recent performance evaluation reports or if not available, two reference letters. If the applications received do not contain the latest two performance evaluation reports candidates must provide a short explanation as to why they are not available.
  • Applicants should copy UNITAMS-JO-KHARTOUM-2021-02 – Human Resources Assistant in the SUBJECT line of the email when submitting their signed P.11 form. UNITAMS will not consider any applications which are not received directly in the VA mail box. Incomplete P.11 will not be accepted.
  • Please note that any information provided on the P.11 form will be considered binding.
  • The selected candidates will be subject to a reference checks to verify the accuracy of the information provided in the P.11 form.

 

  • Only applicants who are short-listed will receive instruction for further recruitment formalities.

 

Qualified female candidates are highly encouraged to apply


United Nations Considerations:

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

 

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



 Download UNITAMS P11 Form

 Download UNITAMS P11 Supplementary Sheet








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