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 the Common Administrative Platform, the Division comprises the OneEO, the Financial Operations Service (including OnePayroll), and the Facilities and Commercial Activities Service. OneEO 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. OneEO 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 delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and Placement: - Participates in the selection of candidates for secretarial, clerical and related categories positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-lists of candidates. - Assists in the filling of posts for all categories, including initiating and following up on reference checks and academic verifications, job openings (JOs) and/or posting temporary job openings (TJOs) for all positions in New York at the Professional and above level ensuring the completion of the pre-recruitment formalities, as well as the status of all job openings on a dynamic basis to meet the target dates. - Oversees the maintenance of JOs and TJOs files and tracking their respective status, to ensure timely management of staff appointments and assignments. - Reviews and processes personnel actions through Umoja. - Advises staff on visa matters. - Provides advice and answers general queries on recruitment, placement and relocation. Administration of Entitlements: - Reviews and processes requests for entitlements. - Maintains reports from different sources such as Umoja, Nova and HR Insight. Staff development and career support training: - Provides advice and answers general queries concerning promotions and performance appraisals. Classification: - Assists in reviewing and processing requests for classification. - Provides advice and answers general queries on classification procedures and processes. General: - Conducts exit interviews for separating staff and assists him/her in final arrangements; maintains separations files. Provides advice and answers general queries concerning separations. - Maintains human resources-related (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. Ability to use initiative and make appropriate linkages in work requirements and anticipate 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. 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. 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 is required. Job - Specific Qualification A minimum of seven years of experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to five years 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 the administration of staff entitlements and benefits using an Enterprise Resource Planning (ERP) system such as SAP (UMOJA) or equivalent 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. This position is temporarily available for an initial period of six months with possibility of an extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. This temporary job opening may be limited to “internal ca