INTERNATIONAL TELECOMMUNICATION UNION
ITU is the leading United Nations agency for information and communication technologies, with the mission to connect the world. To achieve this, ITU manages the radio-frequency spectrum and satellite orbits at the international level, works to improve communication infrastructure in the developing world, and establishes global standards that foster seamless interconnection of a vast range of communication systems.
Roster - Human Resources Assistant (Staff Administration)
Vacancy notice no: 1567
Sector: SG
Department: HRMD
Country of contract: Switzerland
Duty station: Geneva
Position number:
Grade: G6
Type of contract: Short-term
Duration of contract: 3 to 6 months (minimum)
Recruitment open to: External
Application deadline (Midnight Geneva Time): 30 September 2024
ORGANIZATIONAL UNIT
The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and the general public. The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.
Within the General Secretariat, the Human Resources Management Department (HRMD) advises the Secretary General on human resources management. It manages ITU's resources ensuring consistency with ITU strategies, policies, regulations and rules as well as UN Common System policies. It efficiently manages the human capital of the Union; creates a stimulating and supportive work environment and encourages organizational creativity and performance measurement based on results.
DUTIES AND RESPONSIBILITIES
The post is under the direct supervision of the Head of Staff Administration Service in the Human Resources Management Department.
The Human Resources Assistant undertakes high level and specialized HR support activities in the management of the delivery of entitlements and conditions of service to fixed and/or short-term staff in HQ and Fields Offices and/or in the provision of administrative service for SSA contract. The HR Assistant provides quality HR service in accordance with Staff Regulations and Rules.
1. Provide the delivery of a comprehensive, high quality, timely and accurate service to fixed and/or short-term staff and/or consultants; ensure the organization on entitlements and conditions of service issues ensuring the provision of fair, transparent and equal application of Staff Regulations and Rules.
2. Initiate a range of administrative actions including appointments, extensions, transfers, etc.; processes requests and ensure the accurate and timely processing of all administrative actions related to fixed and/or short-term staff and consultant in accordance with Staff Regulations and Rules, HR Policies and procedures, this includes but not limited to: determining entitlements, carrying out analysis, preparing instructions for payment, liaising with Swiss Mission for Carte de Legitimations, monitoring follow up and preparing administrative correspondence
3. Ensure that staff are informed in a timely manner of any changes in their administrative status.
4. Handle non-routine and complex cases, undertaking where necessary research and analysis of entitlements and employment conditions and draft associated correspondence for the Chief of Department or supervisor signature;
5. Provide briefing and debriefing to staff members including answering queries on entitlements and Staff Regulations and Rules, HR policies and procedures; advise on rights and obligations and on choices available with respect to benefits, allowances and entitlements; provide information on separation procedures and formalities.
6. Review, maintain and update confidential personnel information, records and files ensure completeness and accuracy of records both in SAP and staff files.
7. Propose updates and participate in the improvement of HR policies and procedures.
8. Monitor and ensure that administrative actions are implemented or adapted on the introduction of new procedures in the areas of Human Resources Development or Staff Administration; propose methods for tracking and dealing with cases; maintain appropriate checklists.
9. Keep up to date on Staff Regulations and Rules, HR policies and procedures.
10.Perform other related duties as assigned.
CORE COMPETENCIES
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.
FUNCTIONAL COMPETENCIES
TECHNICAL COMPETENCIES
• Computer literacy and the ability to effectively use standard office software tools as well as a good knowledge of, and skill in using SAP.
• Extensive knowledge of HR principles, policies, rules, regulations and procedures within the organization.
• Shows a high sense of confidentiality, initiative and good judgment.
• Ability to take responsibility to respond to internal and external service needs promptly and proactively.
• Ability to take initiative to ensure that deadlines, rules and regulations are met, using own discretion to address unforeseen situations.
• Proven ability to work collaboratively with colleagues to achieve objectives and generate positive results.
• Ability to handle work quickly and accurately under time constraints.
• Demonstrates courtesy, tact, patience and ability to work effectively with people of different national and cultural backgrounds.
QUALIFICATIONS REQUIRED
Education:
Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma. For internal candidates, obligatory schooling in combination with thirteen years (administration, accounting) or eleven years (informatics) of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.
Experience:
At least 8 years (6 years for technical work) of experience in Human Resources or Administration. (A maximum of three years of studies in the field of the post and in a recognized school may replace the required experience on the basis of one year of education for one year of experience.)
Languages:
Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at advanced level and knowledge of a second official language at intermediate level. Knowledge of a third official language would be an advantage.
ADDITIONAL INFORMATION
According to ITU Staff Regulations and Rules, appointments to posts in the General Service category are subject to local recruitment conditions.
INFORMATION ON RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the ITU Careers website. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. ITU uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. Messages originating from a non ITU e-mail account - @itu.int - should be disregarded. ITU does not charge a fee at any stage of the recruitment process.
ITU applies a zero-tolerance policy against all forms of harassment. ITU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply to become a part of the organization. Achieving gender balance is a high priority for ITU.
