Senior Human Resources Assistant - I L O

The following are eligible to apply: - Internal candidates in accordance with paragraphs 15 and 16 of Annex I of the Staff Regulations. - External candidates: recruitment for this vacancy will be on a local basis, in accordance with Article 4.3 of the Staff Regulations *. *** Successful completion of the Assessment Centre is required by external candidates. It might be required that applicants take a test to assess knowledge in Microsoft word, excel and/or power point. The Director-General reserves the right to appoint candidates at one level below the level of the advertised post. External candidates: Conditions of employment: The salary range of this grade is the following: 81,747 CHF p.a. (minimum) to 111,392 CHF (maximum). In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. *The recruitment process for GS position is subject to local recruitment regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who have the right to reside in neighbouring France.

INTRODUCTION The Human Resources Development Department is seeking to recruit qualified candidates to fill two positions in the area of contracts and entitlements administration. These positions are located in the Staff Operations Branch (HR/OPS) of the Human Resources Development Department (HRD). The Staff Operations Branch (HR/OPS) is responsible for day-to-day human resources operations including all aspects of contract administration, the administration of staff benefits and entitlements and the coordination of staffing reviews, staff planning and mobility. Should this recruitment process lead to staff movements within HRD, proposals to fill the resulting vacancies in the same grade with the same job description might be made up to the end of the year 2011, using the same pool of qualified candidates. The appointable candidates will be selected in the order in which they have been ranked.The incumbents of the positions, under the supervision of the Branch Chief, HR/OPS and the direct guidance of the HR Partners, will play a lead role in the provision of a wide range of HR administrative support services for all categories of staff under his/her area of responsibility.

Description of Duties Specific Duties 1. Provide a comprehensive information service to all staff on HR administrative matters, proactively anticipating needs on a case-by-case basis, and answering a variety of queries of a specialized and complex nature. 2. Determine and calculate staff entitlements and benefits of a complex nature (such as education grant, family-related entitlements, scholastic travel, home leave entitlements, assignment grants, mobility, hardship and non-removal allowances, etc.) and prepare for approval corresponding notices of personnel action (NPAs) as well as travel authorizations (statutory travel) and other administrative transactions. 3. Contact selected candidates for new appointments and officials transferring to other duty stations or from other UN agencies, to initialize formalities (including medical clearance, UNLP, visas, travel, security clearance, etc.). Process accreditation formalities, as appropriate. Prepare offers of appointment, transfer letters and other complex correspondence in final form and coordinate HR support services until the time of arrival of the official at his/her duty station. Provide administrative briefing. 4. Debrief officials leaving ILO on separation procedures and formalities. Determine entitlements upon separation (repatriation grant and accrued leave) and authorize payment. 5. Process, verify and approve Personnel Actions (PAs) in IRIS in a timely manner, including making adjustments in the relevant fields in IRIS professional forms. Prepare statutory travel authorizations (TAs) in IRIS and subsequently prepare and submit related travel claims for reimbursement in liaison with PAIE/CLAIMS. 6. Liaise with appropriate units Organization-wide on the provision and follow-up of HR administrative actions. 7. In collaboration with other HR Assistants, identify and analyse areas for improvement related to procedures and work processes as well as recurrent issues related to the application of HR regulations and make recommendations. 8. In the area of competence, proactively identify training needs for those staff involved in HR-related processes and actions, and design and provide corresponding training. 9. Provide back-up for other HR Assistants. The above specific duties are aligned with the relevant generic job description, which includes the following duties: 1. Provide briefing to new staff members for headquarters and other duty stations on HR related topics such as conditions of service, salary, allowances, entitlements and grading, as well as practical information about the organization. 2. Draft correspondence on a variety of personnel administration questions, requiring interpretation and explanation of rules, regulations or procedures, for signature by the designated officer. Revise circulars concerning specific procedures or entitlements. 3. Initiate and finalise personnel actions, ensuring their compliance with HR administrative and staff rules and regulations and relevant personnel directives. Determine and calculate staff entitlements and benefits of complex cases, authorise payments, prepare external collaboration contracts, and prepare corresponding administrative forms. 4. Input and maintain all records related to the assigned area of work. Propose and participate in the modification of computerised personnel systems. Follow up on HR related actions such as the status of staff and grading structures, request additional information as required, draft related documents and correspondence, and bring to the attention of the supervisor any unusual or contentious cases. 5. Carry out comparative research on selected topics such as conditions of employment and respond to enquiries from within and outside the organization. Prepare and analyse data, and assist in the compilation of statistical reports. 6. Coordinate and service various HR committees and panels.

Required Qualifications

Education Completion of secondary school or equivalent technical or commercial school. Specialized training in Human Resources will be considered as an advantage.

Experience At least six to eight years of experience in the HR area or relevant administrative services, preferably in the Organization. For external candidates, equivalent experience within the UN system will be considered as an advantage

Languages Good knowledge of one working language, and working knowledge of another. Working knowledge of a third language will be an advantage.

Competencies Thorough knowledge of HR rules, regulations, policy and procedures within the UN system and preferably in the ILO. Knowledge of the work performed by related personnel and administrative offices. Proven data analysis and data management skills. Demonstrated experience in identifying and resolving problems of a sensitive nature requiring frequent interactions and contacts with clients. Excellent interpersonal skills, and a high degree of tact and discretion. Ability to organize and manage work, and to supervise staff. Ability to identify and resolve problems. Very good time management skills. Excellent communication skills, both written and oral. Ability to use IRIS/HR and TRAVEL modules or equivalent ERP/HR modules. Client orientation and ability to deal with complex and sensitive situations.

Please note that all candidates must complete an on-line application form. To apply, please visit ILO's e-Recruitment website at: erecruit.ilo.org. The system provides instructions for online application procedures.

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants. Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.