Human Resources Assistant, New York, United States

## Human Resources Assistant, New York, United States - Office:ICDDR,B in New York, USA Organizational Setting and Reporting The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Division of Administration in New York provides administrative support functions (human resources, budget, finance and general administration) and facility management and commercial services to entities at United Nations Headquarters. It also provides financial operational services to entities across the globe. As Common Administrative Platform, the Division comprises the OneEO, the Financial Operations Service (including OnePayroll), and the Facilities and Commercial Activities Service. One EO provides the full range of administrative and operational services required by New York–based Secretariat client entities to fulfil their mandates, including human resources management, financial administration, travel, and general administrative support. This position is located within the Common Administrative Platform at United Nations Headquarters, referred to as the One Executive Office ("One EO"), under the Division of Administration in the Department of Operational Support (DOS). One EO started its transition phase on 1 January 2026 as part of the UN80 reform initiative, which aims to consolidate common administrative functions across Secretariat entities into unified service platforms. Specifically, this position is in the Specialized Staff Administration Desk. The Human Resources Assistant will report directly to the Chief of Unit/desk. Within limits of delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and placement: - Processes the on boarding of new staff through a talent management system or Inspira. - Participates in the selection of candidates for General Service and Related Categories positions; including follow up on the status of recruitment related actions through a talent management system or Inspira and coordinate with relevant parties, selected candidates on visa matters, travel and shipment arrangements. - Assists in the filling of posts for all categories, including initiating and following-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. - Assists in organizing and coordinating competitive recruitment examinations. - Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements. - Reviews and processes personnel actions through UMOJA. - Advises staff on visa matters and on onboarding. Administration of entitlements: - Reviews and processes requests for entitlements and claims such as rental subsidy, education grant, dependency allowance and annual declaration on dependency benefits - Answers queries covering a range of human resources services from staff of assigned organizational units or from selected candidates regarding Staff Regulations and Rules, administrative instructions and policies. Staff development and career support training: - Assists in the organization and conducts of training courses and workshops. - Provides logistics and administrative support to trainers. General: - Conducts exit interviews and entitlement clearances for separating staff and assists him/her in final arrangements. - Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports. - Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. - Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in UMOJA, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc. - Prepares written response to queries concerning HR related matters. - Trains and provides supervision to new and lower-level staff in the unit. - Performs other duties as required. Professionalism: Knowledge of human resources policies, procedures and practices and ability to interpret and 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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. Planning and 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. High school diploma or equivalent is required. Job - Specific Qualification A minimum of seven years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Experience in the implementation of the United Nations common system, or other similar international organization's human resources policies, procedures and practice is desirable. Experience in administration of staff entitlements and benefits using an Enterprise Resource Planning (ERP) systems such as SAP (UMOJA) or equivalent is desirable. A minimum of one (1) year of experience in analyzing and monitoring key performance indicators (KPIs) within human resources operations is desirable. English 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). Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. - Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal there after is subject to the availability of the post or funds, budgetary approval or extension of the mandate. - This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not e