Human Resources Assistant (Service Contract – Local Recruitment)

                                                                 Vacancy Announcement

                                  Secretariat of the International Renewable Energy Agency (IRENA)

                                                Administration and Management Services (AMS)

Publication/Transmission Date:               04 February 2025

Deadline for Application:                         25 February 2025 (at midnight, Abu Dhabi local time)

Position Title:                                             Human Resources Assistant 

Contract type:                                            Service Contract – Local Recruitment 

Grade:                                                         SC-5     

Annual Gross Remuneration:                   AED 146,400 

Duration of Contract:                                12 months, with possibility of extension

Duty Station:                                              Abu Dhabi, United Arab Emirates            

Date for Entry on Duty:                            As soon as possible

  Candidates must have valid UAE residence visa and Emirates ID and currently reside within UAE.

 The International Renewable Energy Agency (IRENA) is an intergovernmental organisation that supports countries in their transition to a sustainable energy future. At present, IRENA has 170 Members (169 States and the European Union) that acceded to its Statute, and 14 additional States in the process of accession and actively engaged. IRENA serves as the principal platform for international co-operation, a centre of excellence, and a repository of policy, technology, resource and financial knowledge on renewable energy. IRENA promotes the widespread adoption and sustainable use of all forms of renewable energy, including bioenergy, geothermal, hydropower, ocean, solar and wind energy, in the pursuit of sustainable development, energy access, energy security and low-carbon economic growth and prosperity.

Under the supervision of the Chief of Human Resources, the Human Resources Assistant will perform the following duties:

Updated:

• Reviews draft vacancy announcements, ensuring that the evaluation criteria and responsibilities are in line with individual job descriptions for Professional, General Service and Associate Professional (AP) posts. Ensures the filling of posts while maintaining vacancy announcement files and tracks status of vacancy announcements.
• Performs evaluation and screening of applicants for Professional, General Service and AP posts to ensure that the candidates meet the eligibility criteria, including requirements stated in the vacancy announcement.
• Coordinates the scheduling of assessment of candidates, including written assessments and Competency Based Interviews while serving as ex-officio on interview panels, preparing and presenting interview reports for submission to the Director - General.
• Prepares agenda and provides relevant documentation required for recruitment related meetings, liaise on a daily basis with candidates to collect information e.g. referees or diplomas, compile relevant information for each Panel member before and after the interview, drafts summaries of candidates, sends regret letters and enters the data of the candidates into the roster.
• Initiates and follows up on reference checks, in respect of academic verifications and employment records, ensuring the completion of the pre-recruitment formalities.
• Initiates and prepares offer of appointment, including Statement of Emoluments.
• Advises selected candidates on visa procedure requirements as well as on medical clearance.
• Coordinates the selection, recruitment, onboarding process, as well as preparation of agreements, cost estimations for JPOs, Secondees and Loaned Officers.
• As the HR focal point for the Associate Professional programme, perform duties covering all scopes of work from recruitment, selection, onboarding, hiring on Markaz and extensions of agreements.
• Monitors and evaluates the effectiveness of related guidelines, staff rules, HR rules and regulations, practices and procedures, and make recommendations through the Chief of Unit where necessary.
• Supports the maintenance of the medical insurance database. Performs the enrollment, deletion, amendment, and post-service insurance of employees and dependents.
• Provides general office support services; drafts and/or processes a variety of correspondence and other communications.
• Prepares salary certificates and employment certificates for Associate Professionals.
• Maintains automated database containing HR related statistics and prepares periodic reports.
• Assists in the organization and conduct of training courses and workshops.
• Provides general administrative support services; drafts and/or processes a variety of correspondence and other communications, schedules appointments/meetings, monitors deadlines, etc.
• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports, as needed.
• Assists in the preparation of necessary documentation for distribution to various units and divisions.
• Supports in maintaining updated HR files and records (electronic and paper).
• Assists in the preparation of the budget.
• Performs other duties, as required.

Competencies

• Professionalism: General knowledge of the human resources and administrative policies, procedures and practices and ability to 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; 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.
• Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education:      Completion of secondary school education, or high school diploma or equivalent. 

Experience:    At least five years of experience in human resources management, administrative services or related area. 

Language:       Good command of both written and spoken English is required. Knowledge of other languages is desirable.

Other:            Working knowledge of MS Office with emphasis on Word, Outlook, Excel, PowerPoint, and on the                       application of database systems.

Qualified candidates must apply for the above-mentioned vacancy on-line, through IRENA’s recruitment platform, ORC by submitting a complete and comprehensive CV and a letter of interest, including details of three professional references who will be contacted if their application is shortlisted.

Applications from qualified women, especially from nationals of developing countries, are highly encouraged.

 Please note that only candidates under serious consideration will be contacted for an interview and will receive notice of the outcome of the selection process.