Human Resources Assistant, G

Job title:

Human Resources Assistant, G

Company

CTBTO

Job description

VA ID: 2102
Grade Level: G-5
Division: Office of the Executive Secretary
Section: Human Resources Services
Unit:
Type of Appointment: Fixed Term Appointment
Date of Issuance: 03 September 2024
Deadline for Applications: 02 October 2024
Vacancy Reference: VA164-2102-2024
Reporting Date/Duty station: As soon as possible/ViennaPlease 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 Human Resources Section (HRS), Office of the Executive Secretary (OES).Reporting LinesUnder the supervision of the Director, Human Resources Services, to:Duties and Responsibilities

• Provide substantive admnistrative support to the Director, by ensuring smooth administration of the Office of the Director and HRS by coordinating multiple activities and work processes to guarantee timely and accurate execution of decisions; act as the liaison between the Office of the Director and other HRS Units; provide diligent support in terms of screening, sorting, reviewing and distributing incoming communications to the Director and taking appropriate action while tracking pending matters to ensure deadlines are met;
• Maintain and update the online HRS document management system, including confidential records. Support the development and implementation of new filing procedures and protocols as necessary. Log and track issues online using JIRA, and contribute to efforts to modernize human resources processes through the use of collaborative tools and enterprise resource planning modules;
• Prepare and compile statistical reports related to personnel status including the maintenance of the staffing table and managing monthly issuances. Assist in drafting responses to inquiries from Missions and support to the HRS Management team in budget and procurement-related tasks, including coordinating follow up actions related to audit recommendations;
• Keep track of the Director’s daily schedule, ensuring that they are provided with relevant background information pertaining to meetings. Assist in the preparation of agendas, take minutes during meetings, and compile follow-up action lists;
• Contribute to the smooth operation of HRS by supporting meeting scheduling, taking minutes, preparing travel authorizations, maintaining the repository of HRS personnel trip reports, and managing time and attendance records for HRS staff;
• Undertake research and obtain background information on various HR related matters and assist in the preparation of notes/reports to facilitate informed decision-making; support the Director in monitoring budget implementation; manage office supplies;
• Assist in the preparation of HR-related surveys, liaise with the external service providers to solve technical issues, prepare and present associated statistics and data analysis in terms of survey completion rates;
• Serve as the Secretary of the Post Management Advisory Committee (PMAC). Work closely with the Senior HR Policy and Coordination Officer to ensure the efficient operation of the PMAC and maintain careful oversight of the post table;
• Assist in the coordination and implementation of special HR initiatives/projects, such as diversity and inclusion efforts and process improvement campaigns, ensuring alignment with organizational goals;
• Perform other duties as assigned.

EducationCompleted secondary education or equivalent, and appropriate additional office training in human resources, business administration, or a related field.Work Experience and Qualifications

• At least five (5) years of relevant working experience in administrative or human resources roles, preferably part of which should have been in an international environment;
• Proficiency in the use of Microsoft Office suite including Word, Excel, Access, PowerPoint, Outlook, MS Teams, SharePoint and other standard computer applications is essential; Familiarity with JIRA ticketing system and Enterprise Resource Planning System (e.g. SAP) is highly desirable;
• Ability to input information and accurately execute simple queries from databases; and the ability to follow written procedures;
• Ability to draft official documents and technical meeting notes in a clear and succinct manner is highly desirable;
• Excellent communication and interpersonal skills, with the ability to work effectively in a multicultural team;
• Ability to maintain extreme discretion across a range of sensitive personnel and other matters is essential;
• Strong organizational skills with attention to detail and the ability to manage multiple tasks and competing priorities and deadlines.

LanguagesExcellent 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

Thu, 05 Sep 2024 07:00:06 GMT

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