Result of Service
• Relevant digital and physical HR files migrated to Share point within established timeline. • Creating and maintain effective hierarchical filing system for all documents. • Ensuring staff member’s digital OSF has all mandatory documents. • Ensuring all agreed assigned tasks are completed within established timeline .
Duties and Responsibilities
This position is located in the Business Support Services (BSS) of the United Nations Joint Staff Pension Fund (UNJSPF) Geneva Office. The incumbent reports to the HR focal point / Administrative Assistant and the chief of the HR unit in NY of Pension Administration, within BSS / Geneva Office. 1. Perform general administrative duties, including photocopying, scanning, and filing documents in SharePoint. 2. Assist with data entry tasks, ensuring accuracy and efficiency in all record-keeping activities. a. Assist to build an effective hierarchical filing system for all documents in the systems. b. Review of all HR data and documents and information provided to ascertain that the documents and data are in conformity with the set standards (verified with originals as appropriate) c. The organization of the HR team files, especially for GVA office, and the transformation from hard copy to digital files in SharePoint. 3. Take messages, and redirect request to appropriate personnel as needed. 4. Greet visitors in a professional and friendly manner, directing them to our office space. 5. Assist with scheduling appointments, meetings, and conferences, coordinating calendars, as necessary. 6. Handle incoming and outgoing mail when required, including preparing packages for shipment. 7. Maintain office supplies inventory, placing orders as needed to ensure adequate stock levels. 8. Support HR functions, including assisting with recruitment efforts, assist to schedule interviews, and processing new hire paperwork. 9. Assist with HR-related communications, such as distributing memos, announcements, and policy updates. 10. Collaborate with team members to support various administrative projects and initiatives.
Qualifications/special skills
Experience in managing digital and physical files. Excellent communication skills and attention to detail Previous experience in an administrative role is preferred Proficiency in Microsoft Office applications, including Word, Excel, and Outlook Ability to multitask and prioritize tasks effectively in a fast-paced environment Willingness to learn and adapt to new responsibilities as needed
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another official United Nations language is desirable.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.