Title: Human Resources Assistant

Domain: Finance and Administrative Platform

Position Number: BAG-19-1-0004

Organizational Unit: UNESCO Office for Iraq

Duty Station: Amman

Type of contract: Service Contract (UN Ref. G-5)

Duration of contract Three (3) months contract (contingent on the availability of funding)

Annual salary: JOD 17,787.996 (Social Security included)

Deadline (midnight, Amman time): 20 June 2019

Overview of the functions of the Position

Under the direct supervision of the Human Resources Officer (HRO) and the overall delegated authority of the Chief of Finance and Administrative Platform, the incumbent shall assist the HRO in carrying out the Human Resources Management responsibilities.

The HR Assistant provides HR and administrative support services to the Office for Iraq and Amman Office and, ensuring high quality, accurate, timely and properly recorded/documented service delivery. The HR Assistant promotes a client-oriented approach and provides a series of HR and administrative support services in compliance with UNESCO rules and regulations, practices, standards and procedures.

The incumbent will undertake the following, but not limited to, functions:

1. Assist the HRO in administration of human resources by:

a) Assist in maintaining up-to-date personnel data, files, organizational charts and lists of staff;

b) Regularly maintain proper filing systems for HR records and documents (physically and electronically);

c) Assist in processing of contracts and all personnel actions day to day in staff movements such as: appointment, extension, transfer, step increment, resignation, termination, and separation;

d) Assist in processing HR transactions related to overtime, deductions, retroactivity, recoveries, adjustment, etc.;

e) Assist in monitoring the elaboration of SCs by following up the insertion and maintenance of personnel data into the Human resources system (iRIS);

f) Assist in coordination of checkout procedures for all applicable personnel (i.e.: FTs, PAs, TAs, SC holders) and any other applicable personnel as requested;

g) Assist in monitor leave and attendance of all personnel in and out of TULIP closely by completing the leave attendance records and report to the HRO & Chief of platform as requested;

h) Draft all HR and Admin letters / routine correspondence in Arabic and English languages, (recommendation letters, employment certificate, travel, visas, etc…) as requested;;

i) In the absence of HRO, represent UNESCO in the relevant OMT sub-group (HR working group).

2. Assist the HRO in the recruitment process of the UNESCO Offices for Iraq and Amman by:

a) Assist in the recruitment processes of national staff (General Service (GS) and Professional (P) categories) and international staff according to UNESCO rules, regulations, procedures and policies;

b) Draft, finalize and disseminate vacancy notices for SC positions based on a duly verified Terms of Reference received from the Unit and as cleared by HRO & approved by the Chief of Platform;

c) Collect CVs and prepare the list of received applicants;

d) Assist in organizing written exams and scheduling of interviews with the preselected / shortlisted candidates;

e) Collect background information and documents for submission to the set panels;

f) Assist in collecting from the recommended candidate the required documents/prerequisites to finalize the recruitment;

g) Assist in notifying the selected and unsuccessful candidates of the outcome of the recruitment process;

h) For the Platform interviews: Assist in preparing the interview questions; Take the minutes of the interview; Assist in drafting the evaluation sheets for the Chairperson of the interview; and Draft the memo with recommendation.

3. Assist the HRO in Protocol process:

a) Assist in all protocol procedures for international staff (UNLPs, opening bank accounts, local payments such as danger pay, etc…);

b) Assist in requesting and extending UN Badges for all personnel and prepare applications to obtain residency permits and extensions for all international staff and their families;

c) Work and follow up with the relevant government entities on residencies, work permits, renewal of office and international staff vehicle license, and tax exemption;

d) Assist in drafting letters and follow up with embassies, ministries and any other organizations that deal with residencies, visas, etc…;

e) Assist in all protocol, residency and work permit procedures for the non-national recruited personnel (i.e. SC holders);

f) Represent UNESCO in the relevant OMT sub-group (Protocol working group).

4. Carry out any additional activities that may be required.

Competencies

A successful candidate will be required to demonstrate the following competencies:

Core Competencies

Accountability

Communication

Teamwork

Innovation

Results focus

Planning and organizing

Knowledge sharing and continuous improvement

For detailed information please consult the UNESCO Competency Framework

Required qualifications

Education

• Completion of secondary school education in the field of HR, business administration, office management or any other related field.

Work Experience

• 5 to 7 years of relevant professional experience in HR and administrative work.

Skills and competencies

· Organizational , communications, writing skills, sense of detail;

· Flexible/Adaptable, team player, discrete, service-oriented;

· Knowledge of using Microsoft Office (Word, Excel, PowerPoint, etc…) and use of relevant IT solutions;

· Analyzing ability and drive for results;

· Ability to manage confidential information and interact with a wide range of partners with tact and discretion;

· Planning and organizing.

Languages

• Excellent knowledge (written and spoken) of English;

• Excellent knowledge (written and spoken) of Arabic.

Desirable qualifications

Education

• University degree in a relevant field would be an asset.

Work Experience

· Work experience in the UN system or multilateral organizations.

Assessment

An assessment exercise may be used in the evaluation of candidates