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United Nations Core Values: Integrity, Professionalism, Respect for Diversity

This position is located in the Mission Support pillar of UNRCCA in Ashgabat, Turkmenistan. The incumbent is responsible for assisting the Head of Administration in the provision of a wide range of human resources and general administrative support services in support of the UNRCCA activities and personnel stationed at the Mission’s Headquarters in Ashgabat, Turkmenistan, and also across the Central Asian region. The Human Resources Assistant reports to the Administrative Officer, the Head of Mission Support, UNRCCA

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties:

Recruitment and placement

• Processes applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates, arranging for interviews, and entering data on candidates into the automated roster;
• Assists in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities;
• Assists in the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions;
• Maintains vacancy announcement files and tracks status of vacancy announcements;
• Coordinates with the Mission components as well as with administrative services providers, and selected candidates where applicable, on travel arrangements, visa matters and shipment of personal effects;
• Prepares agenda and provides relevant documentation required for recruitment related meetings;
• Advises staff on visa matters.

Administration of entitlements (national staff)

• Reviews and processes requests for entitlements and claims (night differentials, OT/CTO, etc);
• Assists in the review and processing of data pertaining to conditions of service;
• Advises staff on benefits and entitlements and associated policies, regulations and rules

Staff development and career support training

• Assists in the organization and conduct of training courses and workshops;
• Provides logistics and administrative support to trainers;
• Develops and produces monthly newsletters on staff development/knowledge sharing, if/as required

Classification

• Assists in reviewing and processing requests for classification;
• Provides advice and answers general queries on classification procedures and processes.

General

• Provides general office support services; drafts and/or processes a variety of correspondence and other communications;
• Sets up and maintains reference files/records (electronic and paper);
• Schedules appointments/meetings, monitors deadlines, etc;
• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports;
• Maintains automated database containing HR related statistics and prepares periodic reports;
• Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices;
• Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, travel administrator etc.);
• May provide guidance/training to less experienced staff;
• Performs other duties as required.

Competencies

PROFESSIONALISM: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.

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

Education

• High school diploma or equivalent

Work Experience

• A minimum of five years of experience in human resources management, administrative services or related area is required;
• Experience working with Microsoft Excel is desirable;
• Experience in application of UN Staff Rules and Regulations in operational environment is desirable;
• Experience in human resources information system applications and ERP is desirable;
• Experience in MS SharePoint, OneDrive, DropBox, Google Drive, or similar knowledge sharing platforms is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in English and Russian (both oral and written) are required, Knowledge of Turkmen is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

1. This position is temporarily available due to the temporary assignment of the regular incumbent to another position through 31 December 2023 with possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection may be administered as a temporary assignment. The selection for this position is for a limited period and has no bearing on the future incumbency of the post. The extension beyond 31 December 2023 is subject to the operational requirements and/or the availability of the post or funds, budgetary approval or extension of the mandate.
2. This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. If the selected candidate/staff member does not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

The Offline Application template can be downloaded, completed offline, saved as a PDF, and uploaded back into Inspira to assist candidates in the event they are unable to complete their application online due to, for example, unstable internet connectivity. Candidates can then finalize their application and focus on answering relevant job requirement questions. The Offline Application template also ensures a consistent and transparent review of applications against job openings with the UN Secretariat-administered field missions, such as UNRCCA, which is transitioning from paper to online applications. In this context, and in order to ensure a fair and consistent review process for all applications for the same job opening, the P.11 (Personal History) form will no longer be accepted as a valid application form.  The Offline Application template can be downloaded from the Application Guidelines tile in the Inspira Applicant/Staff Member Activity Center, or from the Welcome page of an application process – see attached references. Candidates should always obtain the Offline Application directly from Inspira to ensure they have the most recent version.

All job openings in the UN Secretariat are published on the United Nations Careers Portal. When interested candidates wish to apply for these job openings, they have to submit an application in the UN online recruitment system called Inspira. For information on how to apply for a job using the online recruitment system, go to Application Process.

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