Human Resources Assistant

United Nations University

Position description

The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States. 


For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU’s work spans the 17 Sustainable Development Goals’ full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe. For more information, please visit


The United Nations University Vice-Rectorate in Europe (UNU-ViE):

UNU-ViE, established in 2007, is one of two Vice-Rectorates and the only one located outside Japan. UNU-ViE seeks to strengthen the presence of UNU in Europe and supports the worldwide institutional development of UNU by facilitating collaboration across UNU and the UN, and sharing knowledge and expertise through the development of joint activities and projects. In addition to its core mandate, it administers the central units providing service to both UNU-ViE and UNU-EHS. For more information, please visit:




Under the authority of the Vice-Rector/Director of UNU-EHS and the overall guidance of Finance and Administrative Officer and the direct 

supervision of the HR Focal Point and in-close collaboration with HR Associate, the appointee shall assist with human resources 

functions/activities as follows:


1. Assist with recruitment, onboarding and separation processes: 


  • Assist with the recruitment of personnel (advertisement of VAs, 
  • applications flows, organization of interviews, interview reports, and 
  • reference checks)
  • Provide support with in-processing of new 
  • personnel including badge requests, Cigna insurance requests, ICT 
  • accounts creation requests, website updates, processing of 
  • pre-employment medical check-up reimbursements, and Global Directory 
  • entries etc. Laisse with the concerned colleagues on the workstation 
  • assignment. 
  • In-processing of Interns and Visiting Scientists, 
  • including updating the intern/VS Staff lists, badge requests to security
  • (upon business needs) and informing ICT of requirements
  • Support separation/offboarding processes of personnel including coordination of CTC evaluations with respective sections 


2. Support personnel contract management activities:


  • Draft personnel contracts including PSAs, and CTCs, based on UNU HR policies
  • Assist in follow-ups with Division Heads on expiring personnel contracts
  • Reminders/follow-ups
  • with the Division Heads on deliverable based consultancy contracts’ 
  • payments and consequently processing them


3. Assist payroll management:


  • Assist with monthly payroll sheets pertaining to consultancy contracts, stipends for interns, and processing payments.
  • Assist with monthly RPA submissions pertaining to PSA modality 


4. Leave monitoring:


  • Assist with leave monitoring duties and maintenance of personnel attendance records in line with UNU’s policies and procedures


5. Others duties: 


  • Assist in maintaining/updating personnel files and filing system pertaining to Human Resources
  • Support with general HR related inquires and attestations upon request by personnel
  • Assist in preparation of various statistics regarding personnel and updating organizational oak charts
  • Act as a backup of HR Associate and/or HR Focal Point when required


6. Perform any other duties as assigned by supervisor




Key Performance Indicators


  • Timely and accurate human resources transactions/activities/documentation
  • Timely and quality client service
  • Up-to-date HR records
  • Strong internal team communications






  • Inclusion —Take action to create an environment
  • of dignity and respect for all, regardless of age, culture, disability,
  • ethnicity, gender, gender identity, gender expression, geography, 
  • grade, language, nationality, racial identity, religion, sex, sex 
  • characteristics, sexual orientation, social origin or any other aspect 
  • of identity
  • Integrity — Act ethically, 
  • demonstrating the standards of conduct of the United Nations and taking 
  • prompt action in case of witnessing unprofessional or unethical 
  • behaviour, or any other breach of UN standards
  • Humility — Demonstrate self-awareness and willingness to learn from others
  • Humanity — Act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet




  • Connect and Collaborate — Build positive relationships with others to advance the work of the United Nations and work coherently as One UN
  • Analyze and Plan
  • — Seek out and use data from a wide range of sources to understand 
  • problems, inform decision-making, propose evidence-based solutions and 
  • plan action
  • Deliver Results with Positive Impact
  • — Hold oneself and others accountable for delivering results and making
  • a positive difference to the people and causes that the United Nations 
  • serves
  • Learn and Develop — Pursue own learning and development and contribute to the learning and development of others
  • Adapt and Innovate — Demonstrate flexibility, agility and the ability to think and act in novel ways

Application instructions

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