Human Resources Assistant, GS5, Fixed Term, Post# 18729, Human Resources, PFP, Geneva, Switzerland

If you are committed to working in a dynamic team and making a difference in the lives of children, UNICEF PFP offers an exciting opportunity. Join our HR team and contribute to our mission by handling HR operations, from recruitment to offboarding.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, a Champion

UNICEF’s Private Fundraising and Partnerships (PFP) Division works to deliver income, influence, and brand recognition for UNICEF globally. Within the PFP Division, Human Resources Unit supports clients and business partners in areas such as recruitment, entitlements and benefits, onboarding and offboarding, contract management, learning and development, performance management, and more. The Division of Private Fundraising and Partnerships (PFP) and Geneva Common Services Human Resources Units require a dedicated support for the Human Resources functions related to assisting the recruitment, onboarding and offboarding processes, managing various entitlements and benefits, and providing day-to-day support to staff with obligatory requirements to work in Geneva with the UN and Swiss authorities.

How can you make a difference? 

Under the supervision and guidance of the Human Resources Manager, the Human Resources Assistant provides administrative, procedural and operational support and assistance to the efficient implementation of a broad range of Human Resources functions for all categories of staff in PFP Division and Geneva Common Services, ensuring accurate and timely delivery that is in compliance with UNICEF HR rules and regulations. 

Summary of key functions/accountabilities:

• Support to business partnering
• Support in processing of entitlements and benefits of staff
• Support in recruitment and placement
• Support in onboarding and offboarding process

1. Support to business partnering

• Support the management of change processes by advising clientele on changes to HR processes under the guidance of HR Business Partner
• Support the business partners in assisting clientele in using HR systems such as talent management, Vision, agora, FIORI, Service Gateway, and Achieve.

1. Support in processing of entitlement and benefits of staff

• Advise staff on a range of staff entitlements and benefits and ensure HR procedures adhere to the policy and are appropriately managed and recorded. This would include but not be limited to leave (including home leave, sick leave), flexible work arrangements and UN medical insurance.
• Liaise directly with GSSC to resolve system and policy discrepancies.
• Manage the processing of CDLs for staff for Switzerland. Provide guidance and advise to staff in this regard.

• In consultation with supervisors, analyze, research, and verify information for the purpose of responding to staff queries on areas related to benefits and entitlements.

1. Support in recruitment and placement

• Works closely with hiring managers, prepares and circulates internal and external vacancy advertisements, ensuring UNICEF branding and procedures are adhered to.
• Liaises with candidates in the various stages of the recruitment process, with specific focus on supporting scheduling of technical testing and interviews.
• Prepares formal pre-offer and liaise with GSSC related to offers and onboarding.
• Records and maintains recruitment files, ensuring all necessary documentation has been uploaded through Talent Management System (TMS).
• Monitors life cycle of recruitment process to update supervisor/panel members as necessary.

1. Support in Onboarding and Offboarding Process

• Facilitate smooth onboarding of new staff to join UNICEF PFP by supporting various tasks, including but not limited to coordination with GSSC, liaison for visa and travel formalities, and advising on entitlements related to onboarding.
• Proactively identify and address potential bottlenecks related to onboarding.
• Provide support to staff by issuing required documentation related to confirmation of employment within Geneva. UN ground passes and related documentation.
• Liaise with PFP payroll colleagues to facilitate smooth payroll processing.
• Take appropriate early action during offboarding to effectively support staff throughout the transition process.

To qualify as an advocate for every child you will have…

Education:

Completion of secondary education is required.

Experience:

• A minimum of 5 years of progressively responsible human resources experience in supporting recruitment, onboarding, offboarding and managing entitlements and benefits, is required.
• Prior experience in provision of HR support for a fast-paced office with multiple demands is an asset.
• Understanding of UNICEF systems – SAP/VISION, WebHRIS, Fiori, etc is an asset.
• Experience with UN and/or UNICEF regulations and rules related to staff benefits and entitelement is an asset.
• Developing country work experience and/or familiarity with emergency, is an asset.

Skills

Technical

• Good knowledge of HR principles, rules, regulations, and procedures within the UN & UNICEF.
• Computer literacy and the ability to effectively use standard office software tools as well as good knowledge and skill in using HR systems.
• Ability to extract and format data and to solve operational problems.
• Ability to organize own work, set priorities and meet deadlines.

Interpersonal and communication

• Takes responsibility to respond to internal and external service needs promptly and proactively; takes initiative to ensure that deadlines, rules and regulations are met. Uses own discretion to address unforeseen situations.
• Demonstrates a high degree of confidentiality, initiative, and good judgment.
• Demonstrates courtesy, tact, patience, and ability to work effectively with people of different national and cultural backgrounds.

Language requirements:

Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language of the duty station is considered as an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (1)

(2) Demonstrates self-awareness and ethical awareness (1)

(3) Drive to achieve results for impact (1)

(4) Innovates and embraces change (1)

(5) Manages ambiguity and complexity (1)

(6) Thinks and acts strategically (1)

(7) Works collaboratively with others (1)  

Familiarize yourself with our competency framework and its different levels.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious or ethnic background, and persons with disabilities, to apply to become a part of the organization. To create a more inclusive workplace, UNICEF offers paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. Click here to learn more about flexible work arrangements, well-being, and benefits.

According to the UN Convention on the Rights of Persons with Disabilities (UNCRPD), persons with disabilities include those who have long-term physical, mental, intellectual, or sensory impairments which, in interaction with various barriers, may hinder their full and effective participation in society on an equal basis with others. In its Disability Inclusion Policy and Strategy 2022-2030, UNICEF has committed to increase the number of employees with disabilities by 2030. At UNICEF, we provide reasonable accommodation for work-related support requirements of candidates and employees with disabilities. Also, UNICEF has launched a Global Accessibility Helpdesk to strengthen physical and digital accessibility. If you are an applicant with a disability who needs digital accessibility support in completing the online application, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

General Service Staff are recruited locally. Candidates must be in possession of an existing work permit or be a resident/citizen of Switzerland and/or a commuting area to be considered eligible for this position.

Visa residence requirements: i.e.: UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable candidates are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

In this role, you will collaborate with colleagues across multiple locations. For effective collaboration, we encourage flexible working hours that accommodate different time zones while prioritizing staff wellbeing.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.