Human Resources Assistant (temporary)

Org. Setting and Reporting

This position is located in the Planning, Contracting and Reporting Unit (PCRU), Staffing, Diversity and Outreach Section (SDOS), Human Resources Management Service (HRMS), Division for Management (DM), United Nations Office at Vienna (UNOV) and United Nations Office on Drugs and Crime (UNODC), in Vienna. The Human Resources Assistant will work under the direct supervision of the Chief, PCRU and the overall guidance of the Chief, SDOS. For more information on UNOV and UNODC, please visit the websites at www.unov.org and www.unodc.org

Responsibilities

The incumbent will work in the team responsible for the engagement of affiliate personnel, including Consultants and Individual Contractors (C/IC), in PCRU. Within assigned authority, s/he will be responsible for the following specific duties:

• Provide support to UNODC field operations and other clients in HR related matters especially to the engagement of affiliate personnel, in particular (but not limited to) consultants, individual contractors, gratis personnel.
• Review and process requests for the engagement and contract management of consultants and individual contractors in Vienna headquarters and field offices by handling the following: initiate and follow-up on reference checks and academic verifications; ensure the completion of pre-recruitment formalities, review Terms of Reference (TOR) and job openings for consultants and individual contractors; verify eligibility of recommended candidates and review correctness of submitted documentation; calculate fees; prepare and administer contracts, ensuring that the administrative provisions are met as per established rules and procedures; ensure that information is correctly entered in various systems.
• Review and process requests for the engagement and contract management of gratis personnel.
• Assist in the management of UN Volunteers and LICA holders.
• Review and approve relevant records in different systems, including fund commitments for affiliate personnel in field offices.
• Maintain automated applications and databases containing HR-related information and statistics, and prepare periodic reports, as applicable.
• Prepare necessary documentation related to the engagement of affiliate personnel for distribution to various offices, departments and field offices.
• Perform periodic and ad-hoc trainings to clients including hiring managers and HR focal points at Vienna headquarters and in the field.
• Undertake research on a range of HR related issues and assist in the preparation of notes/reports as well as audit responses.
• Support the development and implementation of affiliate-personnel-related initiatives and policies.
• Provide comments, guidance and assistance to stakeholders on all aspects of the engagement process; prepare written responses to queries concerning HR related matters. Assist with th...