Responsibilities: Responsibilities and Accountabilities
Assist in coordinating recruitment processes, including guiding hiring managers on the preparation of Terms of Reference; drafting and posting Vacancy Notices and Special Vacancy Notices; screening applications; supporting shortlisting; drafting interview protocols; preparing and administering written tests; participating in interview panels as assigned; preparing Candidates Assessment Forms; conducting reference checks; preparing job offers; and administering recruitment correspondence and records.
Support the implementation of assigned pre-employment and onboarding activities, including preparing Entry on Duty documentation; collecting and validating supporting documents; supporting the processing of medical examinations and clearances; facilitating enrolment in applicable insurance and retirement plans; arranging induction, security briefings, and related orientation activities; and maintaining complete onboarding records.
Perform assigned roles in WAVE and other authorized HR systems, maintaining data consistency, accuracy, and completeness; enter and maintain approved personnel data; verify eligibility for allowances and benefits; monitor contractual status and entitlements; and initiate contract extensions, personnel actions, reports, and related documentation in a timely manner.
Perform assigned timekeeping functions in PRISM/Oracle; monitor, update, and reconcile leave records and quotas based on approved supporting documentation; generate leave reports; respond to routine questions; provide information to staff on applicable request and approval procedures; and escalate complex cases.
Support a range of personnel actions, including classification and reclassification, promotions, transfers, separations, performance or conduct-related documentation, and other employment actions, supporting coordination with the Regional Office, Administrative Centres, Headquarters, and other relevant counterparts as required.
Support the preparation, validation, and processing of payroll in accordance with established schedules and controls. Enter authorized payroll elements, including entitlements, advances, loans, variable elements, step increases, salary changes, and deductions in WAVE, Paychex, or other authorized systems; issue and reconcile payroll reports; identify discrepancies; maintain supporting documentation and audit trails; and follow up with the appropriate helpdesks on system or processing issues.
Maintain and update HR operational trackers, databases, and reporting tools covering recruitment, contracts, payroll actions, leave, onboarding, performance management, separations, benefits, insurance, visas, consultants, and other assigned workstreams. Apply established data definitions, validation rules, access controls, and document-retention requirements.
Support the preparation and maintenance of interactive dashboards and recurring management reports using Microsoft Power BI, advanced Microsoft Excel, and other approved reporting tools. Consolidate information from authorized sources; clean, validate, and analyze data; identify data inconsistencies; and present findings for supervisor review.
Use advanced Excel capabilities, including PivotTables, Power Query, lookup and logical functions, data validation, conditional formatting, and other appropriate features, to support data analysis, reconciliation, reporting, and quality-control processes. Use macros or comparable tools only when authorized and appropriately documented.
Support the maintenance and implementation of HR workflows using approved tools such as Microsoft Forms, Lists, SharePoint, Power Automate, and other authorized platforms. Document current processes, support the identification of opportunities for improvement, assist with configuration and testing, maintain user guidance, monitor implemented workflows, and promptly report errors or control concerns.
Use approved artificial intelligence tools to support authorized research, drafting, data analysis, knowledge management, process documentation, and routine administrative activities. Apply effective prompting techniques; critically review and validate outputs; maintain human oversight; and comply with organizational requirements concerning confidentiality, personal data protection, cybersecurity, intellectual property, records management, accuracy, bias, and ethical use.
Conduct regular data-quality reviews across HR systems, trackers, payroll records, personnel files, and supporting documentation; investigate discrepancies; support the implementation of approved corrections; document actions taken; and escalate unresolved or sensitive matters to the supervisor.
Prepare personnel reports, correspondence, letters, certifications, case summaries, presentations, and other documentation. Maintain systematic electronic and physical filing arrangements for personnel, recruitment, payroll, policy, internal-control, and other HR records in accordance with confidentiality, access, and records-management requirements.
Support compliance with the Staff Evaluation System and learning and development requirements; monitor completion, follow up with staff and supervisors, provide information on relevant systems and procedures, support the organization of training or staff-development activities, and maintain related records and reports.
Provide information to staff on entitlements, responsibilities, policies, and procedures; respond to standard inquiries; research and collate background information for complex or sensitive cases; prepare summaries and options for supervisor review; and refer matters that require policy interpretation or decision.
Maintain and update standard operating procedures, process documentation, reporting calendars, user guides, templates, control checklists, and other knowledge-management materials. Provide guidance, as requested by supervisor, on the use of assigned trackers, dashboards, systems, and automated workflows.
Assist with planning and monitoring HR projects and recurring deliverables by maintaining action logs, tracking deadlines and dependencies, following up with responsible parties, identifying implementation delays, and escalating issues requiring supervisor attention. Participate in inter-agency or internal HR working groups as assigned, by preparing background information, taking notes, following up on agreed actions, and providing administrative or technical support .
Support locally administered HR and institutional processes, including communication with local or state authorities; unemployment claims, appeals, and hearings; administration and renewal of workers' compensation, unemployment, disability, general liability, property, vehicle, and other local insurance policies; insurance claims; transportation benefit programmes; G-4 visas and related registrations, renewals, employment authorization and Social Security processes; Office of Foreign Missions coordination; UN laissez-passer applications; and other official-document processes. Maintain accurate records and trackers, monitor legal or procedural deadlines, and escalate complex matters.
Provide general HR, administrative, logistical, and operational support according to evolving office needs and priorities. This may include receiving visitors; handling routine calls, correspondence, mail, and requests; coordinating meetings, conferences, travel, hotel arrangements, and logistics; preparing and formatting documents, spreadsheets, presentations, mailing lists, and reference materials; processing or following up on purchase requisitions, requests for payment, invoices, and related transactions; and providing temporary coverage or surge support for other HR or administrative functions during periods of increased workload or limited staffing.
Perform such other related duties as may be assigned, consistent with the grade and operational requirements of the office.
