Senior HR Assistant (PSA-3)

United Nations University (UNU)

The United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. UNU engages in policy-relevant research, capacity development, and knowledge dissemination in furtherance of the purposes and principles of the United Nations. The work of UNU contributes to solving pressing global problems that are the concern of the United Nations and its Member States.

For the past five decades, UNU has been a source of impartial research on sustainability, human security, and economic development. With hundreds of researchers working at institutes in 12 countries, UNU's expertise spans the full breadth of the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU collaborates closely with other UN entities and leading research institutions across the globe. For more information, please visit http://unu.edu

United Nations University Institute for Environment and Human Security is one of 13 research and training Institutes that comprise the think tanks in the UNU system.  

The United Nations University’s Vice-Rectorate in Europe (UNU-VIE), established in 2007 in Bonn, Germany, is one of two UNU Vice-Rectorates and the only one located in Europe. It supports the institutional development of UNU, facilitates collaboration across UNU and the UN, as well as fosters strategic partnerships - particularly with the Global South - and shares knowledge and expertise through the development of joint activities and projects. In addition, UNU-VIE conducts frontier research reinforcing existing UNU programming and supporting the implementation of key UN priorities. More information about UNU-VIE can be found here: https://unu.edu/vie.

Responsibilities

Under the authority of the Vice-Rector/Director of UNU-EHS and the overall guidance of Head of Finance and Administration and the direct supervision of the Human Resources Associate (Focal Point), the Senior HR Assistant ensures execution of transparent and efficient HR services at UNU-VIE and UNU-EHS. The Senior HR Assistant also promotes a collaborative, client-oriented approach in resolving various HR-related issues and information exchange.

1. Recruitment and Talent Acquisition

· Support the implementation of recruitment processes and workstreams, including preparing and publishing vacancy announcements, screening applications, administering written assessments, coordinating interviews, supporting panel processes, preparing and documenting interview reports;

· Maintain recruitment data, compile candidate information, and ensure proper filing and tracking;

· Provide timely updates as requested; respond to recruitment-related inquiries.

2. Onboarding and Offboarding

· Support onboarding processes, including ICT access, badge requests, Global Directory entries and website updates;

· Assist with documentation and coordination of onboarding activities and briefings;

· Support the processing of pre-employment requirements (e.g., coordination of medical reimbursements);

· Support separation for Personnel Service Agreement (PSA) and Consultant (CTC) personnel;

· Maintain personnel records and contribute to process improvements in onboarding/offboarding.

3. Contract and Personnel Administration

· Support the administrative preparation and review of PSA and consultant contracts;

· Assist with administrative tasks across the contract lifecycle including processing extensions, promotions, and responding to personnel inquiries;

· Support CTC contract administration including vendor registration, PO creation, and contract issuance;

· Provide analytical support on contract data and workforce planning.

4. Payroll and Financial Coordination

· Provide administrative support for monthly PSA payroll processing via the submitted RPA instructions;

· Assist in PO creations and closure for consultants;

· Coordinate with managers on milestone-based consultant payments and deliverable tracking;

· Prepare the CTC reports and perform monthly reconciliation to ensure accurate, compliant, and timely CTC payment processing and calculations.

5. HR Data, Reporting and Analytics and General HR Support

· Support the preparation of various HR metrics, statistical and periodic reports;

· Maintain HR tracking systems and personnel files ensuring data accuracy, integrity and proper documentation;

· Monitor the HR shared inbox and respond to inquiries and/or forward requests to appropriate HR team members;

· Support with leave monitoring;

· Act as backup for HR team members when required.

6. Perform other duties as assigned by supervisor.

Key Performance Indicators

· Timely and quality delivery of HR operational processes in the areas of recruitment, onboarding/offboarding, contract administration, reporting and payroll support.

· Accuracy and completeness of HR records, tracking systems and personnel files.

· Timely and professional handling of HR‑related inquiries and coordination with internal stakeholders.

· Reliable support to HR reporting and administrative functions, contributing to smooth HR service delivery.

Competencies

Values:

• Inclusion - Take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity;

• Integrity - Act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards;

• Humility - Demonstrate self-awareness and willingness to learn from others;

• Humanity - Act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet.

Behaviours:

• Connect and Collaborate - Build positive relationships with others to advance the work of the United Nations and work coherently as One UN;

• Analyse and Plan - Seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action;

• Deliver Results with Positive Impact - Hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves;

• Learn and Develop - Pursue own learning and development and contribute to the learning and development of others;

• Adapt and Innovate - Demonstrate flexibility, agility and the ability to think and act in novel ways.

1) Education and certification

High school diploma or equivalent in human resources management, business administration, or another relevant field.

Required Qualifications:   

· Minimum four (4) year of progressively responsible experience in human resources or business administration, some of which preferably in an international setting;

· Demonstrated experience in the use of ERP systems, Microsoft Office applications, particularly Excel, Word, and PowerPoint and recruitment systems;

· Demonstrated experience in recruitment and HR operations, contract and payroll administration;

· Strong coordination,