Human Resources Assistant (G-5)

Job title:

Human Resources Assistant (G-5)

Company

CTBTO

Job description

VA ID: 2109
Grade Level: G-5
Division: Office of the Executive Secretary
Section: Human Resources Services
Unit: Staff Administration Unit
Type of Appointment: Fixed Term Appointment
Date of Issuance: 19 September 2024
Deadline for Applications: 20 October 2024Vacancy Reference: VA269-2109-2024
Reporting Date: As soon as possiblePlease note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.Qualified female applicants and persons with disabilities are encouraged to apply.A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.Organizational BackgroundThe Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.Organizational SettingThis position is located in the Staff Administration Unit, Human Resources Services, Office of the Executive Secretary (OES).Reporting LinesUnder the supervision of the Human Resources Officer, to:Duties and Responsibilities

• Initiate a range of administrative actions, including preparing offer letters, contracts, reassignments, extensions, separations, and entitlements (e.g. education grants, rental subsidies, home leave). Utilize digital tools and systems to streamline and enhance these processes, ensuring efficiency and accuracy in contract administration.
• Conduct induction for newly recruited staff, providing information on conditions of employment, social security, UN Joint Staff Pension Fund (UNJSPF), insurance, and local living arrangements (schooling, housing, etc.). Provide timely and accurate responses to staff queries, ensuring a client-focused service approach using updated digital systems where applicable.
• Open, maintain, and update Official Status files and pension records using automated systems. Ensure accurate records of personnel information, entitlements, and pension eligibility, contributing to improved data management and supporting streamlined HR operations.
• Assist in facilitating inter- and intra-divisional cooperation, ensuring timely processing of time and attendance records, compensatory time off claims, and heavy-duty travel compensation. Utilize digital solutions to support efficient tracking and reporting of attendance and leave-related matters.
• Review and ensure accuracy of documentation (memos, letters, reports) for management approval, ensuring compliance with standard operating procedures. Maintain records of exceptions and precedents, using digital tools to improve consistency and accuracy in transactional processes.
• Collect and collate HR-related data for periodic and ad-hoc reports, providing input for the Annual Human Resources Management Report and other statistical reports. Support data collection efforts to ensure accurate and timely reporting on HR activities, contributing to improved decision-making and resource planning.
• Process documentation for separating staff, facilitate final payments, and ensure all necessary clearances are completed. Monitor the implementation of the Service Limitation Policy and issue periodic status alerts, ensuring adherence to organizational policies.
• Contribute to the development of standard operating procedures (SOPs) and documentation of best practices to support continuous improvement in HR processes, with a focus on incorporating innovations that enhance transactional efficiency and client service.
• Perform other duties as assigned.

Education

• Completed secondary education and appropriate office training; additional training in Human Resources Management or Administration is highly desirable.

Work Experience and Qualifications

• At least five (5) years of relevant working experience in the field of human resources management, staff administration or related area is essential, preferably part of which should have been in an international environment; experience in administering entitlements in an international organization is desirable.
• Experience in the application of human resources policies, regulations and rules is desirable;
• Good knowledge of Microsoft Office and other computer applications is essential; Knowledge of ERP systems (SAP databases and/or Talent Management Systems) is an asset;
• Ability to handle information of a confidential nature is essential;
• Thoroughness, attention to detail and ability to organize and prioritize work schedule to meet client needs and deadlines is essential;

Languages

• Excellent written and oral communication skills in English are essential;
• Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Competencies

• Professionalism – 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;
• Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed;
• Planning and organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; 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;
• Team work – Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings;
• Accountability – Takes ownership of all responsibilities and honors 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;
• Creativity – Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches;
• Client orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients;
• Commitment to continuous learning – Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve;
• Technological Awareness – Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.

RemunerationCTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: ). The salary offered may be subject to deductions to the United Nations Joint Staff Pension Fund and/or Health Insurance Scheme.Additional Information

• This position is for local recruitment only. Only candidates holding a valid residence and work permit in Austria will be considered eligible.
• All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement.
• Incomplete applications and submission of employment history in formats other than the

will not be considered. * The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement.

• Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list.
• The CTBTO reserves the right to undertake correspondence only with shortlisted candidates.
• Candidates under serious consideration for selection will be subject to a reference-checking process.

Expected salary

Location

Wien

Job date

Sat, 21 Sep 2024 01:43:47 GMT

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