Roster – Human Resources Assistant (Staff Administration) Vacancy

Vacancy Overview

• Vacancy Notice No: 1567
• Sector: SG
• Department: HRMD
• Country of Contract: Switzerland
• Duty Station: Geneva
• Position Number: N/A
• Grade: G6
• Type of Contract: Short-term
• Duration of Contract: 3 to 6 months (minimum)
• Recruitment Open To: External Candidates
• Application Deadline: 30 September 2024 (Midnight Geneva Time)

Organizational Context

The General Secretariat plays a vital role in managing the administrative and financial aspects of the ITU’s activities. Its responsibilities include:

• Implementing administrative regulations on operational matters.
• Disseminating information on telecommunication issues for various stakeholders.
• Providing legal advice to ITU Bureaux and departments.
• Offering logistical support for conferences and coordinating with other international organizations.
• Organizing world telecommunication exhibitions and forums.

Human Resources Management Department (HRMD)

Within the General Secretariat, the Human Resources Management Department (HRMD) advises the Secretary-General on HR matters. It manages the Union’s human resources, ensuring alignment with ITU strategies, policies, and UN Common System regulations. The department’s key goals include:

• Creating a supportive work environment.
• Fostering organizational creativity.
• Implementing performance measurement based on results.

Position Summary

The Human Resources Assistant will work under the direct supervision of the Head of Staff Administration Service within HRMD. This role involves providing specialized HR support for the management of entitlements and conditions of service for both fixed-term and short-term staff, as well as consultants.

Key Duties and Responsibilities

The HR Assistant will undertake a range of high-level HR activities, including:

1. Service Delivery:
   Provide comprehensive, timely, and accurate services to staff and consultants regarding entitlements and conditions of service, ensuring fair and transparent application of Staff Regulations and Rules.
2. Administrative Actions:
   Initiate and process various administrative actions, such as appointments, extensions, and transfers, ensuring compliance with HR policies and procedures. Key tasks include:
   • Determining entitlements.
   • Preparing instructions for payment.
   • Liaising with the Swiss Mission for Carte de Légitimation.
   • Monitoring follow-ups and preparing administrative correspondence.
3. Communication:
   Ensure staff are promptly informed of any changes in their administrative status.
4. Complex Case Management:
   Handle non-routine and complex cases by conducting research and analysis of entitlements and employment conditions. Draft correspondence for the Chief of Department or supervisor as needed.
5. Staff Briefing:
   Provide briefing and debriefing sessions to staff members, addressing queries about entitlements, Staff Regulations, HR policies, and procedures. This includes advising on rights and obligations regarding benefits and separation procedures.
6. Record Maintenance:
   Review, maintain, and update confidential personnel information and records in SAP and staff files to ensure accuracy and completeness.
7. Policy Improvement:
   Propose updates and contribute to the enhancement of HR policies and procedures.
8. Monitoring Procedures:
   Ensure that administrative actions align with new procedures in Human Resources Development or Staff Administration. Propose methods for tracking and handling cases.
9. Regulatory Knowledge:
   Stay updated on Staff Regulations, HR policies, and procedures to provide informed support.
10. Additional Duties:
    Perform other related responsibilities as assigned by the supervisor.

Core Competencies

The ideal candidate should demonstrate the following core competencies:

• Applying Expertise: Leveraging specialized knowledge effectively.
• Effective Communication: Conveying information clearly and concisely.
• Learning and Knowledge Sharing: Promoting continuous learning and knowledge exchange.
• Organizational Commitment: Demonstrating loyalty to the organization and its values.
• Results-Focused: Committing to achieving goals and delivering high-quality results.
• Teamwork and Collaboration: Working effectively within teams to achieve common objectives.

Functional Competencies

Candidates should possess strengths in the following functional competencies:

• Analysis, Judgment, and Decision Making: Making informed decisions based on careful analysis.
• Client and Service Orientation: Prioritizing client needs and providing exceptional service.
• Networking and Building Partnerships: Establishing and maintaining beneficial relationships.
• Planning and Organizing: Effectively managing tasks and resources to meet deadlines.

Technical Competencies

Successful candidates will exhibit proficiency in the following technical competencies:

• Computer Literacy: Proficient in standard office software and knowledgeable in SAP.
• HR Knowledge: Extensive understanding of HR principles, policies, and procedures.
• Confidentiality and Initiative: Maintaining confidentiality while demonstrating initiative and sound judgment.
• Proactive Responsiveness: Addressing internal and external service needs promptly.
• Work Under Pressure: Ability to handle tasks quickly and accurately under time constraints.
• Cultural Sensitivity: Effectively collaborating with individuals from diverse backgrounds.

Qualifications Required

Education

• Completion of secondary education with a diploma or equivalent technical/commercial studies. For internal candidates, a combination of obligatory schooling and qualifying experience may substitute for formal education.

Experience

• At least 8 years of experience in Human Resources or Administration (6 years for technical roles). Relevant education may replace experience on a year-for-year basis.

Language Proficiency

• Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at an advanced level, and a second official language at an intermediate level. Proficiency in a third language is an advantage.

Additional Information

According to ITU Staff Regulations and Rules, appointments to posts in the General Service category are subject to local recruitment conditions.

Information on Recruitment Process

All candidates must complete an online application and provide accurate and complete information. To apply, please visit the ITU Careers website.

This vacancy presents an excellent opportunity for a qualified Human Resources professional to contribute to the ITU’s mission. If you have a passion for HR and meet the qualifications outlined, we encourage you to apply. Your expertise could make a significant impact within our dynamic team in Geneva.

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