HUMAN RESOURCES ASSISTANT – BENEFITS & ENTITLEMENTS

Key Duties and Responsibilities

• Prepare staff entitlements including:
  • Claims
  • Danger Pay
  • Daily Subsistence Allowance (DSA)
  • Mission Subsistence Allowance (MSA) for Government Provided Personnel and Individual Uniformed Personnel
  • Volunteer Living Allowance
  • Other applicable allowances
• Ensure all payments comply with:
  • United Nations Staff Rules
  • Financial Regulations and Rules
  • ST/AI Issuances
  • IPSAS Policy Framework
  • Established UN practices and procedures

• Accurately process payroll and benefits for:
  • International Civilian Staff
  • National Civilian Staff
  • Non-Staff Personnel
• Process travel claims and expense reimbursements.
• Ensure timely and accurate payments.

• Assist in managing business processes related to:
  • Payroll Administration
  • Leave Entitlements
  • Contract Extensions
  • Benefits Administration
  • Staff Separations
  • Final Payments
• Support personnel administration for civilian staff, non-staff personnel, and uniformed personnel.

• Implement processes related to:
  • Staff Onboarding
  • Travel Arrangements
  • Settling-In Grants
  • Check-In and Check-Out Procedures
  • Separation Activities
• Coordinate installation and repatriation of recognized dependents.
• Ensure compliance with HR policies throughout employee lifecycle processes.

• Monitor and evaluate the effectiveness of:
  • HR Guidelines
  • Staff Rules and Regulations
  • HR Policies
  • Administrative Procedures
• Recommend improvements through the Service Delivery Manager where necessary.
• Ensure adherence to organizational and regulatory requirements.

• Process and administer end-to-end benefits and entitlements for international staff members.
• Manage:
  • Contract Administration
  • Personnel Movements
  • Time Management
  • Staff Separations
• Make recommendations where exceptions or special approvals are required.

• Provide guidance and advice to internal and external clients on:
  • Benefits and Entitlements
  • Staff Rules and Regulations
  • HR Policies and Procedures
• Promote a client-focused and collaborative service approach.
• Address inquiries and provide solutions to HR-related issues.

• Review entitlement requests and claims.
• Handle non-routine and complex cases.
• Conduct research and investigations where necessary.
• Ensure fairness, accuracy, and compliance in claim processing.

• Assist in administration and certification of benefits and entitlement processes.
• Ensure compliance with organizational rules and financial frameworks.
• Maintain quality control standards throughout HR service delivery.

• Participate in comprehensive HR strategy implementation.
• Contribute to benefits and entitlements management initiatives.
• Review and revise HR policy guidelines relating to benefits and entitlements.
• Provide input into process design and service delivery improvements.

• Perform HR Administration activities in Umoja.
• Process benefits and entitlements in line with delegated authority.
• Maintain Umoja records for:
  • Entitlements
  • HR Local Contracts
  • Administrative Roles
• Ensure accurate system updates and data integrity.

• Review and process data related to conditions of service.
• Maintain accurate HR records and databases.
• Support reporting and data analysis activities.

• Resolve HR-related queries escalated through iNeed in Umoja.
• Investigate and address service requests promptly.
• Provide effective solutions to clients and stakeholders.

Qualifications

• High School Diploma or equivalent is required.
• Additional qualification or certification in Human Resources is desirable.

Experience Requirements

• Minimum of 7 years of experience in:
  • Human Resources Management
  • Administrative Services
  • Related fields

• Experience administering a broad range of benefits and entitlements.
• Experience using large-scale Human Resource systems such as:
  • SAP
  • PeopleSoft
  • Enterprise Resource Planning (ERP) Systems
• Experience applying:
  • United Nations Staff Rules and Regulations
  • Similar international organization HR policies and procedures
• Experience working in operational HR environments.

• Experience working in a shared service center providing multi-country support.

Language Requirements

• Fluency in English.

• English and French are the working languages of the United Nations Secretariat.

Required Competencies

• Strong knowledge of Human Resources policies, practices, and procedures.
• Solid knowledge of:
  • SAP
  • Umoja
• Ability to:
  • Analyze issues
  • Formulate recommendations
  • Draw conclusions
  • Solve problems effectively
• Demonstrates:
  • Professional competence
  • Commitment to quality
  • Accountability
  • Persistence under pressure
  • Calmness in stressful situations

• Takes responsibility for integrating gender perspectives.
• Supports equal participation of women and men in all areas of work.

• Develops clear goals aligned with organizational strategies.
• Identifies priorities and allocates resources effectively.
• Anticipates risks and develops contingency plans.
• Monitors progress and adjusts plans when required.
• Demonstrates effective time management skills.

• Considers service recipients as clients.
• Builds productive and trusted relationships.
• Identifies client needs and provides appropriate solutions.
• Monitors developments affecting client environments.
• Keeps clients informed on progress and outcomes.
• Delivers services within agreed timelines.

Technical Skills

• Human Resources Administration
• Benefits and Entitlements Administration
• Payroll Processing
• Personnel Administration
• Contract Management
• Leave Administration
• Staff Movements Management
• HR Policy Implementation
• SAP
• Umoja ERP
• PeopleSoft
• Shared Services Operations
• Data Management
• HR Compliance
• Employee Relations
• HR Advisory Services
• International HR Administration

Key Competencies

• Attention to Detail
• Analytical Thinking
• Problem Solving
• Client Service Orientation
• Communication Skills
• Time Management
• Teamwork
• Integrity and Professionalism
• Organizational Skills
• Decision Making
• Adaptability
• Confidentiality

Application Deadline

HUMAN RESOURCES ASSISTANT – BENEFITS & ENTITLEMENTS

Key Duties and Responsibilities

• Assist in preparing staff entitlements including:
  • Claims
  • Danger Pay
  • Daily Subsistence Allowance (DSA)
  • Mission Subsistence Allowance (MSA)
  • Volunteer Living Allowance
  • Other approved allowances
• Ensure payments comply with:
  • United Nations Staff Rules
  • Financial Regulations and Rules
  • ST/AI Issuances
  • IPSAS Policy Framework
  • Applicable UN policies and procedures.

• Process entitlements, benefits, and payroll for:
  • International Civilian Staff
  • National Civilian Staff
  • Non-Staff Personnel
• Process travel claims and expense reimbursements.
• Ensure accuracy and timeliness of payroll and benefit transactions.

• Support business processes related to:
  • Payroll Administration
  • Leave Entitlements
  • Contract Extensions
  • Benefits Administration
  • Staff Separations
  • Final Payments
• Assist in managing HR transactions for civilian, non-staff, and uniformed personnel.

• Assist with:
  • Staff onboarding
  • Travel arrangements
  • Settling-in grants
  • Check-in and check-out procedures
  • Separation activities
• Support installation and repatriation of recognized dependents.
• Ensure smooth employee lifecycle administration.

• Monitor implementation of:
  • HR Policies
  • Staff Rules and Regulations
  • Administrative Procedures
  • Benefits Guidelines
• Evaluate effectiveness of existing procedures.
• Make recommendations through the Chief of Unit where improvements are required.

• Process and administer end-to-end benefits and entitlements for international staff members.
• Manage:
  • Contract Administration
  • Personnel Movements
  • Time Management
  • Staff Separations
• Ensure efficient and timely processing of all HR transactions.

• Advise internal and external clients on:
  • Benefits and Entitlements
  • Staff Rules and Regulations
  • HR Policies and Procedures
• Promote a collaborative and client-focused service culture.
• Respond to HR-related inquiries and provide guidance.

• Review and process requests for:
  • Entitlements
  • Benefits
  • Claims
• Ensure submissions are complete and compliant with policies.
• Verify accuracy and legitimacy of supporting documentation.

• Assist with certification and processing of benefits and entitlement transactions.
• Ensure compliance with financial frameworks and organizational regulations.
• Support quality assurance in HR service delivery.

• Determine, certify, and process financial entitlements related to:
  • Appointments
  • Reassignments
  • Ongoing Entitlements
  • Salaries
• Ensure accurate application of policies and procedures.

• Review and recommend revisions to HR policy guidelines relating to benefits and entitlements.
• Support continuous improvement of HR service delivery processes.

• Perform HR administration functions within Umoja.
• Maintain:
  • Umoja Entitlements
  • HR Local Contracts
  • Administrative Roles
• Operate within delegated authority levels.
• Ensure accurate data entry and maintenance.

• Assist in reviewing and processing data related to conditions of service.
• Maintain HR databases and records.
• Support HR reporting and analysis activities.

• Resolve HR-related queries escalated through iNeed in Umoja.
• Investigate issues and provide timely resolutions.

General Administrative Responsibilities

• Provide general office support services.
• Draft and process correspondence and communications.
• Maintain professional documentation standards.

• Establish and maintain:
  • Electronic files
  • Paper records
  • Reference materials
• Ensure accurate filing and retrieval of documents.

• Schedule appointments and meetings.
• Monitor deadlines and follow-up actions.
• Coordinate administrative logistics.

• Conduct research on HR-related matters.
• Assist in preparing reports, briefing notes, and documentation.
• Support decision-making through information gathering and analysis.

• Maintain automated HR databases.
• Generate periodic HR statistics and reports.
• Ensure data accuracy and confidentiality.

• Manage:
  • Leave records
  • Office supply requests
  • Equipment requests
  • General administrative tasks

• Provide guidance and support to less experienced staff members.
• Contribute to knowledge sharing and team development.

• Perform any additional duties assigned by the Supervisor.

Qualifications

• High School Diploma or equivalent is required.

• Completion of a specialized Umoja HR Partners Training Course and certification as a Umoja HR Partner or equivalent certification.

Work Experience

• Minimum of 5 years of progressively responsible experience in:
  • Human Resources Management
  • Administrative Services
  • Related fields

• Minimum experience requirement is reduced to 3 years for candidates possessing a first-level university degree or higher.

• Experience administering a broad range of staff benefits and entitlements.
• Experience using:
  • SAP
  • PeopleSoft
  • Umoja
  • ERP Systems
• Experience applying United Nations Staff Rules and Regulations.
• Experience working in multi-country operational environments.
• Experience in a shared service center supporting multiple countries.

Language Requirements

• Reading: UN Level III
• Writing: UN Level III
• Listening: UN Level III
• Speaking: UN Level III

• English
• French

Core Competencies

• Knowledge of Human Resources policies, procedures, and practices.
• Strong understanding of:
  • SAP
  • Umoja
  • HR Administration Systems
• Ability to:
  • Analyze issues
  • Formulate recommendations
  • Draw conclusions
  • Solve complex problems
• Demonstrates:
  • Professional competence
  • Accountability
  • Commitment to quality
  • Resilience under pressure
  • Ethical conduct

• Promotes equal participation of women and men.
• Integrates gender perspectives into all areas of work.

• Establishes clear and achievable goals.
• Prioritizes tasks effectively.
• Allocates resources efficiently.
• Anticipates risks and develops contingencies.
• Monitors and adjusts plans as needed.
• Uses time effectively.

• Maintains strong client relationships.
• Understands and responds to client needs.
• Provides practical and timely solutions.
• Keeps clients informed on progress and outcomes.
• Delivers services within agreed timelines.

Technical Skills

• Human Resources Administration
• Benefits and Entitlements Management
• Payroll Administration
• Contract Administration
• Personnel Administration
• Leave Management
• Employee Lifecycle Management
• SAP
• Umoja ERP
• PeopleSoft
• Shared Services Operations
• HR Compliance
• Data Management
• Policy Interpretation
• Client Service Management
• Administrative Support

Key Competencies

• Attention to Detail
• Analytical Thinking
• Problem Solving
• Communication Skills
• Customer Service Orientation
• Organizational Skills
• Integrity and Confidentiality
• Teamwork
• Time Management
• Professionalism
• Adaptability
• Decision Making

Application Deadline