Temporary Appointment: (364 days): Human Resources Assistant, G-5, PFP, Geneva, Switzerland post # 116574

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.

The PFP Human Resources unit has seen a dramatic increase within PFP in the number of requests for non-staff contracts (individual contractors, consultants, interns), as well stretch assignments to directly support the teams due to the increase in work related to the pandemic as well as new initiatives.

To be able to provide effective and efficient services to HR’s internal clients, additional resources are required to support the processing of these requests, in a customer-oriented, solution-oriented, and timely manner and at the same time adhering to UNICEF’s policies and procedures.

For every child, a Champion

The incumbent will working closely with the current HR team and under the close supervision and guidance of the HR Officer, the HR Assistant is expected to provide administrative, procedural, and operational support and assistance to manage the high volume of ongoing non-staff contracting requests, as well as stretch assignments. Support would be provided to hiring managers and the onboarding workforce.

How can you make a difference?

1. Provide support in the contracting process and administration for individual contractors and consultants

• Provide support and liaise with hiring offices on the UNICEF individual contractor & consultant contracting process by sharing the required rules, regulations and processes.
• Support the reviewing of Terms of Reference (ToR)s, memos, Purchase Orders, to ensure aligned to internal UNICEF requirements.
• Explore sources to expand the diversity reach of the released vacancy announcement.
• Provide Talent Management System (TMS) support in the recruitment cycle, including creating and monitoring requisitions in TMS, providing support to hiring offices in the use of TMS, and etc. 
• Guide hiring offices on the documentation to be submitted, check correctness of submitted documentation, follow-up with hiring offices if needed, and ensure all internal requirements adhered to.
• Provide guidance on issuance of ILO badges, Carte de Legitimation (CDL), and other necessary personnel related documents when requested.
• Ensure all supporting documentation are well recorded and uploaded in SharePoint, VISION and TMS.
• Maintain and ensure an up-to-date tracking sheet/log of all requests and contracts with required information.
• Prepare purchase requisitions and purchase orders for PFP HR team, when requested.
• Cooperate with HR team members closely.

2. Support the internal management of the internship requests

• Provide support and liaise with hiring offices on the internship programme by sharing the required rules, regulations, possible resources (e.g. sponsored internships) and processes.
• Support the reviewing of submitted ToRs and memos, to ensure aligned to internal UNICEF requirements.
• Provide Talent Management System (TMS) support in the recruitment cycle, including creating and monitoring requisitions in TMS, providing support to hiring offices in the use of TMS, and etc. 
• Guide hiring offices on the documentation to be submitted, check correctness of submitted documentation, follow-up with hiring offices if needed, and ensure all internal requirements adhered to.
• Provide guidance on issuance of ILO badges, Carte de Legitimation (CDL), and other necessary personnel related documents when requested.
• Ensure all supporting documentation are well recorded and uploaded in SharePoint, and TMS.
• Maintain and ensure an up-to-date tracking sheet/log of all requests and contracts with required information.

3. Support the management of stretch assignments

• Support and guide requesting offices on the rules, regulations, and process related to stretch assignments, and respond to queries in a timely manner.
• Support the reviewing of ToRs to ensure aligned to required purpose and UNICEF’s regulations.
• Upload/circulate PFP stretch assignments to organisational notice board and other sources when needed.
• Maintain an up-to-date tracking sheet and log.

4. Other administrative support for the HR team when requested

DELIVERABLES

• Contracting process and administration of non-staff (individual contractors, consultants, interns) and management of stretch assignments are in line with UNICEF’s regulations in a customer-oriented, solution-oriented and timely manner.
• All related documents and reports are fully complete and updated following each process.

Estimated duration of the contract:

• 364 days

Reporting to:

• The Human Resources Officer

Working Place:

• Geneva, Switzerland

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 field of work.

Experience:

• A minimum of 5 years of progressively responsible human resources experience required.
• Good knowledge of HR principles, rules, regulations and procedures. UN/UNICEF experience would be highly desirable.

Others:

• Computer literacy and the ability to effectively use standard office software tools as well as good knowledge and skill in using HR systems (e.g. SAP, SharePoint, and etc.).

Person Profile:

• Able to work closely and effectively in a team to achieve work priorities and objectives.
• Client oriented, solution-oriented, and have good communication & interpersonal skills.
• Detail oriented and able to provide consistent high-quality work.
• Able to organize own work, work under pressure, set priorities, meet deadlines, and be flexible.
• Seek and quickly absorb new information and techniques.
• Demonstrates a high degree of confidentiality, initiative and good judgment.
• Demonstrates courtesy, tact, patience and ability to work effectively with people of different national and cultural backgrounds.

Language requirements:

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

For every Child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are…

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

 To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

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.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

General Service Staff are recruited locally. Candidates must be in possession of an existing visa/work permit or be a resident/citizen of Switzerland and/or commuting area to be considered eligible for this position.

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