Senior Human Resources Assistant – G6 | Addis Ababa

Organizational Setting

This position is located in the Country Office for Ethiopia, Djibouti, Somalia, Sudan and South Sudan, and for the Special Representative to the AU and the ECA (CO-Addis Ababa).

Main Purpose

As a team member, the incumbent provides senior level HR support and is responsible for performing, completing and/or overseeing specialized HR support services in an efficient, effective and client-oriented manner. Work is performed in a range of areas encompassing benefits and entitlements, position management, recruitment, and involves the use of the enterprise resource planning (ERP) system. The incumbent ensures transparency in the correct application, interpretation and adaptation of established HR rules, regulations, policies, procedures and guidelines. The incumbent evaluates and proposes solutions to difficult situations and provides inputs into the design and development of improved HR services and delivery processes.

The position works under the supervision of the Country Office Director. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services within processing timelines. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters. Work is reviewed for feasibility of recommendations and correctness of end results. Work involving the handling of complex and intricate HR matters including those affecting related activities of the work unit is also reviewed.

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to provide guidance and support for the resolution of complex issues in compliance with applicable standards. Contacts are also to coordinate activities with other units for the delivery of interrelated services. The incumbent regularly liaises with and receives guidance from the regional HR unit and collaborates appropriately with staff representatives.

External contacts are primarily with counterparts in Government (permanent missions and concerned authorities), United Nations (UN) agencies and other international organizations to coordinate and follow up on pending issues. The incumbent shares information and collaborates on the integration of processes or activities and anticipates and contributes to resolving complex administrative and HR support matters.

Key Duties and Responsibilities

1. 1.    Undertake and complete specialized support services in a range of HR areas encompassing benefits and entitlements, position management and recruitment. Initiate, process, review and follow up on HR administrative actions, including verifying that information and documentation is in compliance with related rules, regulations, policies and procedures.
   2.    Oversee and/or provide support in the areas of contract administration and benefits and entitlements by following up on contract renewals, reviewing and verifying information and documentation, determining and monitoring eligibility of staff to receive benefits and entitlements and preparing related official communications and correspondence.
   3.    Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
   4.    Handle HR-related cases and queries, including those of a non-routine and complex nature, in a timely manner. Undertake research on other cases, precedents and related supportive information to analyse cases and present findings and proposals to the supervisor or concerned work unit at headquarters as appropriate. Document the case and finalize and communicate the outcome to concerned parties.
   5.    Oversee and guide the work of support staff performing HR-related work as required.
   6.    Coordinate and provide a broad range of recruitment services, including discussing requests with managers, providing guidance on the drafting of and finalizing job descriptions. Serve as note-taker on panel interviews and draft panel report for review of panel members, as appropriate. Prepare letters of appointment.
   7.    Provide briefing and debriefing to staff including answering complex queries related to benefits and entitlements and HR procedures.
   8.    Collect and review information on HR-related matters and input complete data in the enterprise resource planning (ERP) system. Extract, compile and analyse HR data and information and prepare corresponding reports.
   9.    As Office focal point for the Talent Management System, provide guidance and training to staff and managers on new functionalities and requirements, provide first level support, escalating more complex issues to the next level and run reports and follow up as required.
   10.    Keep abreast of changes to HR rules, regulations, policies, procedures and developments and provide guidance and deliver training to staff with the view to building knowledge.
   11.    Attend and participate in meetings and workshops of UN agencies dealing with HR and UN Common System matters. Prepare reports for International Civil Service Commission (ICSC) surveys.
   12.    Perform other relevant duties as assigned.

Minimum Requirements

Education

• Completion of secondary school education. Training in HR administration.

Experience

• Minimum of six years of office support work experience, the majority of which in HR administration.
• Experience of working with an enterprise resource planning (ERP) system, in particular HR modules.

Languages

• Excellent command of English. Working knowledge of an official national language of the duty station. Working knowledge in French would be an asset

Knowledge and Competencies (technical/behavioural)

• Excellent command of English. Working knowledge of an official national language of the duty station. Working knowledge in French would be an asset
• Knowledge and Competencies (technical and behavioural)
• Good knowledge of HR administration.
  Good knowledge of UN Common System policies in the area of HR.
• Knowledge of methods and techniques for assessing quality and efficiency of process execution.
• Knowledge and understanding of the substantive nature of ILO programmes and activities.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

• Ability to interpret and work within the applicable rules, regulations, policies and procedures.
• Ability to adapt quickly to new software and systems.
• Drafting skills.
• Analytical skills and attention to detail.
• A high degree of discretion with sense of responsibility in dealing with confidential matters.
• Interpersonal skills, tact and diplomacy when dealing with others.
• Ability to coordinate the work of support staff.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.