This position is located in the Staff Administration Unit, Human Resources Services, Office of the Executive Secretary (OES). Under the direct supervision of the Human Resources Officer (Staff Administration), to:
Responsibilities:
Serve as the ERP focal point for Human Resources Services (HRS) and coordinate HR modernization projects and initiatives, including ERP transformation using SAP SuccessFactors.
Contribute to the development and implementation of standard operating procedures (SOPs) and documentation of best practices to support continuous improvement in HR processes, with a focus on incorporating innovations that enhance transactional efficiency and client service.
Provide guidance to other General Services staff in the Unit in applying these procedures consistently.
Advise Staff Administration management on relevant practice, procedures, and precedents, and escalate complex issues as appropriate.
Coordinate HR data analysis projects, ensuring accurate and timely reporting on HR activities, contributing to improved decision-making and resource planning.
Manage the administration of the social security and pension (UNJSPF) for staff and ensure their proper implementation.
Conduct induction sessions for newly recruited staff, providing information on conditions of employment, social security, insurance, and local living arrangements (schooling, housing, etc.).
Guide other General Services staff in the Unit in delivering these inductions, maintain consistency in transmission of information, and provide timely and accurate responses to staff queries, while ensuring a client-focused service approach using updated digital tools where applicable.
Initiate a range of administrative actions, including preparing offer letters, contracts, reassignments, extensions, separations, and entitlements (e.g. education grants, rental subsidies, home leave) while monitoring and verifying the actions prepared by other General Services staff in the Unit.
Use digital tools and systems to streamline, automate, and enhance these processes, ensuring efficiency and accuracy in contract administration.
Open, maintain, and update Official Status files and pension records using automated systems.
Ensure accurate records of personnel information, entitlements, and pension eligibility, contributing to improved data management and supporting streamlined HR operations.
Guide and monitor the work of other General Services staff in the Unit in managing these records.
Assist in facilitating inter- and intra-divisional cooperation and compliance pertaining to timely processing of time and attendance records, compensatory time off claims, and heavy-duty travel compensation.
Monitor the work of other General Services staff in the Unit, while using digital tools to support efficient tracking and reporting of attendance and leave-related matters.
Oversee and verify the work of other General Services staff in the Unit by reviewing and ensuring accuracy of documentation (memos, letters, reports) for management approval while also ensuring compliance with standard operating procedures.
Develop and maintain records of exceptions and precedents and use digital tools to improve consistency and accuracy in transactional processes.
Process documentation for separating staff, facilitate final payments, and ensure all necessary clearances are completed.
Monitor the implementation of the Service Limitation Policy and issue periodic status alerts, overseeing other General Services staff in the Unit to ensure adherence to organizational policies and practices.
Perform other duties as assigned.
Education:
Completed secondary education and office training or equivalent; specialized training beyond high school in fields such as human resources, business administration, or information systems is desirable.
Work Experience:
At least seven (7) years of relevant working experience and a thorough understanding and application of the administrative procedures.
Part of the experience should preferably have been in an international environment.
Knowledge of HR principles, rules, regulations, and procedures within an international organization would be an asset.
in ERP systems, such as SAP, and particularly for HR management and data analysis, is desirable; familiarity with SAP SuccessFactors is highly desirable.
Demonstrated ability to maintain a high sense of confidentiality, show initiative, and exercise sound judgment. Ability to use own discretion to effectively address unforeseen situations.
Languages:
Excellent oral and written communication skills in English are essential.
Knowledge of one or more of the other official CTBTO languages (Arabic, Chinese, French, Russian, Spanish) is desirable.
