Staff Administrative Assistant (029)

Employment Regime:

Seconded/Contracted

Post Category:

Assistant Level AL-2

Availability:

ASAP

Component/Department/Unit:

Kosovo Specialist Chambers/ Division of Administration/ Human Resources Unit

Security Clearance Level:

EU SECRET or equivalent

Open to Contributing Third States:

Yes

Reporting Line:

The Staff Administrative Assistant reports to the Human Resources Officer.

Main Tasks and Responsibilities:

· To advise and assist the staff and interns of the Kosovo Specialist Chambers and Specialist Prosecutor’s Office concerning Human Resources policies and procedures;

· To contribute to the development, implementation and review of the Human Resources strategies, policies and procedures;

· To advise the staff and interns on their benefits and entitlements in accordance with the established policies;

· To advise the staff and interns regarding the health insurance policy, and to be their point of contact for any health insurance matters;

· To process leave, home travel, other staff requests checking eligibility and compliance with the established policies and procedures, including necessary update of the respective databases/systems;

· To enter and update records in all personnel related databases/ERP system and to manage the physical files of staff and interns;

· To coordinate timely the performance evaluation process and renewal of contract/extension of tour of duty exercises for the staff and maintain relevant records;

· To coordinate with all relevant stakeholders, including Line Managers, the deployment of selected candidates, redeployment and check-in/out of staff members and interns;

· To prepare accurately the employment contracts, internship agreements and their amendments/annexes;

· To calculate the payroll, entitlements, leave balance of staff and interns in a timely and accurate manner and in accordance with the established policies and procedures;

· To draft the decision/information memoranda, communication to staff and interns on all personnel related matters and to be responsible for their accuracy;

· To plan and organise the relevant training/briefings for staff and interns;

· To assist in the handling of all special projects related to personnel issues;

· To undertake any other related tasks as requested by the Line Managers.

Essential Qualifications and Experience:

Essential

· A level of secondary education attested by a diploma

AND

· A minimum of eight (8) years of relevant professional experience, after having fulfilled the education requirements.

Specification of Education and Experience:

· A minimum of seven (7) years of responsible professional full-time experience in personnel administration/financial matters, in particular calculation of payroll/staff entitlements;

· Excellent interpersonal and communication skills in English, both verbal and written;

· Excellent computer skills in MS Office applications (Excel, Word, Power Point, Access);

· Excellent drafting skills;

· Tact, accuracy with an eye for details and discretion;

· Ability to work productively in a fast-paced, team-oriented environment and produce accurate work under pressure and in difficult circumstances;

· Ability to establish and maintain effective and constructive working relationships with people of different national and/or cultural backgrounds with respect for diversity.

Desirable

· Knowledge of the functioning of the EU and in particular CSDP Missions;

· Good understanding of the political, cultural and security situation of the Balkans, in particular Kosovo;

· International experience, particularly with multi-national and international organisations;

· Experience with SharePoint.