Administrative II

Washington, DC | Contract

Post Date: 06/13/2018 Job ID: 10878899
 Hours and Schedule:
  • Starting out as a contract position, 5 days per week, from 8: 30-5: 30pm
Professional Qualities:
  • Great attitude
  • Works well in a team environment
  • Dependable and reliable
  • Very punctual, always arrive on time
  • Pleasant and diligent
Duties & Responsibilities   The Human Resources Assistant will receive training and assist with the coverage of HRM/CE Desk 3 (Bolivia, Ecuador, Paraguay, Venezuela and Washington DC assigned entities) in the Human Resources Compensation and Entitlements Team during the temporary assignment of the incumbent to different functions. Under the immediate supervision of the HR Specialist, the Human Resources Assistant will have the following responsibilities:
  • Determine the applicability of staff rules, regulations and administrative manual procedures related to the entitlements of assigned professional, national officer, general services and short term staff members; initiate, approve as applicable, administer and implement actions on appointment, secondment, reassignment, promotion, extension, termination and other changes in status; analyze the staff member' s personal status for the purpose of calculating benefits and entitlements using established software; research precedents, prepare background documentation and recommend solutions for cases involving discrepancies or deviations from normal procedures; serve as HRM Partner in the PASB Management Information System (PMIS);
  •   Assist and guide staff members directly and continuously on all matters related to their entitlements and changes in status; provide clarification and monitor compliance with the rules and regulations; provide guidance and explanations on the application of related staff rules and regulations to counterparts in the field.
  •   Analyze source documents related to complex cases, prepare synopses of key points as required, and recommend appropriate course of action to supervisors consistent with the benefits, entitlements and deductions that apply to a staff member under the Staff Rules and Regulations,  Manual and established policies.
  • Maintain up to date the electronic record for each assigned staff member by including grade/step, dependent' s allowance, hardship and mobility allowances, extensions, terminations, changes in dependents' status; maintain personnel files for assigned staff members and control confidential and work reference material; retire files of terminated staff.
  • Compose, draft and prepare in final form correspondence pertaining to assigned duties on own initiative or from verbal/written instructions; issue certificates of employment, verifications of employment and other attestations; review for accuracy, process and initiate appropriate correspondence or required action from information received through the monthly personnel reports relating to within-grade increases, changes in step or grade, mobility, hardship allowances, performance appraisal, retirement.
  • Brief new staff members and prospective retirees on their entitlements, benefits and conditions of service as applicable; provide guidance and counseling to staff upon arrival to, and departure from, the duty station.
  • Determine, monitor and certify eligibility for a broad variety of complex and interconnected benefits including:
  • Travel and luggage entitlements for all statutory travel (home leave, education grant, appointment, reassignment, termination, etc.) of staff members and their dependents; preparing appropriate spend authorization(s) and related documentation; arranging for tickets as required; analyzing pro formas and determining which company should ship the personal effects.
  • Entitlements for Leave Without Pay (LWOP), study leave, Education Grant, Sick Leave Under Insurance Cover (SLIC).
  • Monitor the submission of appraisal reports, controlling compliance prior to confirmation of appointment and extension of contract.
  • Inform staff members and the Finance Department of possible UN Pension Fund validation and restoration options; respond to queries concerning Pension Fund entitlements and related matters; prepare and verify documentation for the UN Pension Fund related to appointments, changes in marital and dependency status, retirements, disability, death, survivors' benefits, etc.
  • Determine eligibility and prepare documentation pertinent to Voluntary group life insurance plans of Healthcare and WHO Group Life Insurance related to appointments, terminations and change in status,
  • Back-up the duties of other Human Resources Technicians in the Unit when required and as assigned.
  • Perform other related duties, as assigned.
Fluency in English and Spanish required.                  

Amanda Krape

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