Human Resources Assistant

Org. Setting and ReportingThis position is located in the UNODC Country Office in the Federative Republic of Brazil (COBRA), with duty station in Brasilia, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the overall guidance of the Country Representative. For more information on UNODC, please visit www.unodc.org ResponsibilitiesWithin limits of assigned authority, the Human Resources Assistant will be responsible for the following specific duties: Recruitment and placement • Process applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, arranging for interviews, and entering data on candidates into the automated roster. • Assist in the filling of posts ensuring the completion of the pre-recruitment formalities. • Assist in the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions. • Maintain vacancy announcement files and tracks status of vacancy announcements. • Prepare agenda and provides relevant documentation required for recruitment related meetings. • Prepare personnel actions. • Advise staff on visa matters. Staff development and career support training • Assist in the organization and conduct of training courses and workshops. • Provide logistics and administrative support to trainers. Classification • Assist in reviewing and processing requests for classification. • Provide advice and answers general queries on classification procedures and processes. General • Provide general office support services; draft and/or process a variety of correspondence and other communications. • Set up and maintains reference files/records (electronic and paper). • Schedule appointments/meetings, monitors deadlines, etc. • Undertake research on a range of HR related issues and assists in the preparation of notes/reports. • Maintain automated database containing HR related statistics and prepares periodic reports. • Assist in the preparation of necessary documentation for distribution to various offices, departments and overseas offices. • Train and provide supervision to new and lower-level staff in the unit. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as required. Competencies• Professionalism: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to perform analysis, modeling and interpretation of data in support of decision-making. • Planning& 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum five (5) years of work experience in human resources management, administrative services or related area is required. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience at the United Nations or other international organizations is desirable. Work experience with an ERP (Enterprise Resources Planning Software) system is desirable. Work experience with SAP/Umoja is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Portuguese and Spanish are desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).