Senior Human Resources Assistant, Bonn

Org. Setting and ReportingThis position is located in the Field Strategy and Conditions of Service Section, Strategy, Policy Development Service, Global Strategy and Policy Division, Office of Human Resources, Department of Management Strategy, Policy and Compliance. The Global Strategy and Policy Division serves as the central strategic authority for all matters pertaining to the management of human resources. It ensures that the Organization has the strategies, policies, frameworks and tools to attract, develop and retain a talented and diverse global workforce. It nurtures a culture of engagement, leadership and results. It provides policy, strategic and thought leadership, innovations and solutions for the end-to-end management of talent: from strategic workforce planning; talent acquisition; organizational and staff development and growth; performance management; including Organization-wide mobility and appropriate duty of care, for all Secretariat staff. The Senior Human Resources Assistant will report to the Chief of a Unit/Section. ResponsibilitiesUnder the overall guidance of the supervisor and within delegated authority, the Senior Human Resources Assistant (G 7) is responsible for providing specialized, high level operational and technical support in the administration of salaries, allowances, duty station attributes, and staff entitlements. The incumbent ensures accuracy, compliance, and timely implementation of policies and decisions issued by the International Civil Service Commission (ICSC), Staff Regulations and Rules, and related administrative issuances, and supports their correct translation into Umoja/ERP. 1. Salary and Allowance Administration • Reviews salary related data submissions to ensure completeness, accuracy, and compliance with approved criteria and methodologies, including those approved by ICSC and other inter agency bodies. • Analyzes data and requests additional information or clarification from client offices as required. • Reviews and processes monthly updates to Post Adjustment indices and Rental Subsidy Thresholds. • Reviews, oversees the upload of, and/or directly updates salary scales for: - Professional and higher categories, as published by ICSC; - Field Service category, as published by the UN Secretariat; - General Service and related categories, including but not limited to National Professional Officers, Trades and Crafts and Security Service categories as published by the UN Secretariat. • Updates, and maintains dependency, mobility, hardship, language, danger pay, and related allowance entitlements. 2. Pensionable Remuneration for staff and Salaries for officials other than staff • Analyzes and updates pensionable remuneration scales for Professional and higher categories (ICSC published) and Field Service category (UN Secretariat-published). • Reviews and ensures accurate updates to salaries and other emoluments for senior officials subject to special governance arrangements, including the current and former Secretary Generals, the Deputy Secretary General, UNDP administrator, members of subsidiary bodies, and judges serving in the international court of justice and tribunals. 3. Duty Station Data and Entitlements • Acts as focal point with ICSC for the establishment and system configuration of new duty stations. • Analyzes ICSC documentation and determines duty station attributes affecting staff benefits and allowances including: - Hardship classification; - Home leave cycle; - Rental subsidy scheme; - Family/non family status; - Danger pay eligibility; - Rest and recuperation (R&R) cycles and destinations. • Reviews, oversees, and updates danger pay amounts for international and locally recruited staff. • Analyzes and updates Daily Subsistence Allowance (DSA) region codes used for settling in grants and for other entitlements calculated on the basis of applicable DSA amounts. 4. Umoja/ERP Reference Tables and System Support • Supervises and supports the ongoing maintenance of Umoja/ERP reference tables related to salaries, allowances, currencies, and duty station attributes. • Reviews and processes requests for changes in currencies applicable to local salaries, including those requiring formal Business Requirements. • Reviews, maintains and updates Mission Subsistence Allowance rates. • Makes recommendations for functional enhancements to Umoja/ERP salary and allowance modules; participates in meetings on system changes and supports implementation through testing and validation. 5. Work Schedules, Holidays, and Operational Parameters • Supervises the establishment and annual collection of official holidays for all Secretariat entities and ensures timely updates in Umoja/ERP. • Supervises the creation of new work schedules and the updating of existing ones for all duty stations, ensuring alignment with policies and local conditions. 6. Client Support, Policy Interpretation, and Research • Reviews and processes escalated requests for entitlements and exceptions to Staff Rules and Regulations, including matters related to currency of payment of emoluments, under the Organization’s tiered support model. • Conducts research on HR policy issues, precedents, rulings, and procedures; prepares briefing notes, analytical reports, and responses to management and oversight requests. • Assists in the compilation, analysis, and preparation of statistical and management reports related to salaries, benefits and allowances. 7. Supervision and Knowledge Sharing • Provides guidance, training, and day to day supervision to new or lower level staff within the unit. • Contributes to quality assurance, knowledge transfer, and continuity of operations within the salaries and entitlements function. CompetenciesProfessionalism: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Understanding of the HR regulatory framework, the payroll processes and the ERP system and the linkages between the three areas in a large Organization. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of 10 years of progressively responsible experience in administration, HR management, conditions of service and compensation, administration of benefits and allowances, administration of justice, law or related area is required. The minimum years of relevant experience is reduced to 8 years for candidates who possess a first-level university degree or higher. Experience in collecting, analyzing, and presenting large data sets and other information gathered from diverse sources to analyze performance identify trends and report results in a clear manner is required. Experience in advising on HR related issues is required. Experience using Excel and Word is required. Experience with conducting research on the Internet, SharePoint sites, or intranets is required. Experience in working and recording information in databases is required. Experience in using an Enterprise Resource Planning (ERP) personnel data system, such as Umoja, SAP or other similar system is required. Experience with recruitment processes is desirable. Experience in information systems management and website maintenance is desirable. Experience on staff administration, HR policy, administrative law is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).