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UN Jobs / NGO Job Vacancy : Switzerland: Human Resources Assistant, G-5, PFP, Geneva, Switzerland #103487

NGO Jobs / UN Jobs Vacancy



Organization: UN Children's Fund
Country: Switzerland
Closing date: 17 May 2018

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, dedication

The Division of Private Fundraising and Partnerships (PFP) coordinates and provides support to National Committees and country offices in all private sector fundraising and partnership activities, in cooperation with regional offices and with other headquarter divisions. The Division also implements global strategies in child rights advocacy, communication and brand positioning through a range of partnerships, including with the media, corporations, civil society and young people.

In an effort to enhance the ability of division's such as PFP to deliver better results for children, UNICEF is embarking on a transformational process with regards to its approach to human resources management. This includes streamlined and efficient talent acquisition; robust performance and career management, and business partnering. Central to this transformation will be that HR professionals will share ownership and accountability with line managers for the achievement of their office's strategic goals.

As a result, such a transformation will become a key enabler for PFP as it seeks to achieve the objectives set forth in the division.

How can you make a difference?

Under the close supervision and guidance of the Human Resources Officer, the Human Resources Assistant provides administrative, procedural and operational support and assistance to the efficient implementation of a broad range of Human Resources functions for all categories of staff in the PFP and common services office, ensuring accurate and timely delivery that is in compliance with UNICEF HR rules and regulations.

Your key functions/accountabilities include:

Provide Support in Recruitment Activities for PFP & Geneva Common Services:

  • Prepare and circulate internal and external advertisements for both staff & non-staff positions.
  • Provide logistical support in the selection process, which includes but is not limited to arranging interviews and administering written assessments.
  • Liaise with candidates in the various stages of the recruitment process.
  • Use Talent Management System (TMS) to support recruitment process, to record and maintain recruitment files, ensuring all necessary documentation has been prepared.
  • Monitor life-cycle of recruitment process to update supervisor as necessary.
  • Provide support in shortlisting candidates in TMS based on established criteria, and take follow-up actions with applicants for missing information or documents when needed.
  • Support hiring managers in the use of TMS.

Administration of Consultancies, Internship and Volunteering Agreements:

  • Maintain a up-to-date log of all consultant contracts, interns and Volunteers in their respective databases.
  • Check correctness of submitted requests to ensure all required documents are submitted and follow up with requesting units if needed as will as provide general guidance.
  • Monitor the submission of consultancy evaluation reports ensuring that they are duly completed and signed off upon completion of assignments.
  • Facilitate payment of consultants (e.g. by issuance of requests for procurement to raise purchase orders).
  • Provide guidance on issuance of UN Ground passes, Carte de Legitimation (CDL), and other necessary personnel related documents.

Provide Support in Staff Administration

  • Coordinate staff onboarding activities with respective sections.
  • Provide advice and assist staff members and their families in requesting for CDL, UN grounds passes, as well as preparing Note Verbale for Swiss entry visas and other necessary personnel-related documents, in accordance with the requirements of the United Nations and Switzerland. Maintains contact with CDL Unit for follow-up and information exchange.
  • Draft correspondence, memoranda (based on oral instruction, previous correspondence or other available information sources) in accordance with standard office procedures. This would be mainly attestations in both English and French, and memos to the UN Medical Services and UNSMIS (Insurance).

Provide Support in Post Administration and Audit Preparation

Support learning and development activities for the PFP Division:

  • Coordinate training enrolments
  • Book appropriate training venues
  • Liaise with training providers to ensure the required logistics are in place
  • Keep track of all training activities across the Division

Other functions

  • Provide back-up in the absence of the G6 HR Assistants.
  • Provide administrative assistance to the team and coordinate the unit's needs for office supplies, equipment and services, in liaison with the IT and administration/operations departments.
  • Maintain unit's files.
  • Carry out other functions as required.

To qualify as an advocate for every child you will have…

Education:

Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.

Experience:

A minimum of 5 years of progressively responsible administrative or clerical work experience required:

  • Excellent command of Outlook, Word, Excel and Powerpoint
  • UN Work experience is highly desirable
  • Experience in SAP and TMS would be an asset

Language:

Fluency in English is required. Proficiency in French a strong asset.

Person Profile:

  • Able to work closely and effectively in a team to achieve work priorities and objectives.
  • Client oriented and have good communication & interpersonal skills.
  • Detail oriented and able to provide consistent high-quality work.
  • Able to work under pressure, meet deadlines, and be flexible.
  • Seek and quickly absorb new information and techniques

General Service Staff are recruited locally, but can be of any nationality. Candidates must be in possession of an existing visa/work permit or resident/citizen of Switzerland (and/or commuting area)to be considered eligible for this post.

For every Child, you demonstrate…

Core Values

  • Commitment
  • Diversity and inclusion
  • Integrity

Core competencies

  • Communication (I)
  • Working with people (II)
  • Drive for results (I)

Functional Competencies:

  • Analyzing (I)
  • Learning & Researching (I)
  • Planning and organizing (I)
  • Following Instructions and Procedures (I)

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.


How to apply:

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=512752