HUMAN RESOURCES ASSISTANT, New York City

Org. Setting and ReportingThis position is located within the Common Administrative Platform at United Nations Headquarters, referred to as the One Executive Office (\"One EO\"), under the Division of Administration in the Department of Operational Support (DOS). One EO started its transition phase on 1 January 2026 as part of the UN80 reform initiative, which aims to consolidate common administrative functions across Secretariat entities into unified service platforms. One EO provides the full range of administrative and operational services required by New York–based Secretariat client entities to fulfil their mandates, including human resources management, financial administration, travel, and general administrative support. Specifically, this position is in the Specialized Staff Administration Desk. The Human Resources Assistant will report directly to the Chief of Unit/desk. ResponsibilitiesWithin limits of delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and Classification: • Supports the activities related to staff onboarding through the Talent Management System (TMS) such as Inspira. • Advises staff and selected candidates on visa matters and onboarding procedures. • Coordinates with relevant parties, (client entity, client desk and candidate) on all the steps related to onboarding such as visa matters, travel, and shipment arrangements and entry-on-duty date (EOD). • Assists in initiating and following up on reference checks and academic verifications, completing pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statements of Emoluments. • Reviews and processes personnel actions through Umoja and ensures accuracy and compliance with established rules and procedures. • Assists in ensuring classification documents are on file and relevant ERP systems are updated. • Provides advice and responds to general queries on classification procedures and processes, if required. • Compiles recruitment data and monitors timelines in support of service delivery standards, as necessary. Benefits and Entitlements • Processes actions in Umoja related to benefits and entitlements and ensures accuracy and compliance with established rules and procedures. • Processes staff members’ claims for entitlements and benefits, changes in personal or marital status, and family-related requests, as necessary • Maintains and updates reference data related to entitlements and benefits in Umoja, as needed. • Processes dependency allowance requests and annual declarations on dependency benefits. • Responds to queries from staff of assigned client entities or organizational units and selected candidates on a range of human resources matters, including Staff Regulations and Rules, administrative instructions, and policies. • Monitors conditions of service matters and alerts the supervisor to issues requiring attention, as needed. • Maintains records of entitlements and benefits transactions and prepares monitoring reports, as needed General • Maintains HR-related automated systems and databases, including databases containing HR statistics, and prepares periodic reports. • Conducts exit interviews and entitlement clearances for separating staff and assists with final arrangements. • Undertakes research on a range of HR-related issues and assists in the preparation of notes and reports. • Provides general office support, including processing, drafting, editing, proofreading, and finalizing correspondence and other communications; monitors budget implementation in Umoja; maintains files and records in both electronic and paper formats; schedules appointments and meetings; and monitors deadlines. • Prepares written responses to queries on HR-related matters. • Trains and supervises new and junior staff within the unit. • Performs other duties as required. CompetenciesProfessionalism: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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 partnerships 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 or setbacks in projects. Meets timeline for delivery of products or services to client. Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. 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. Uses time efficiently. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum year of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Experience in the implementation of the United Nations common system, or other similar international organization's human resources policies, procedures and practice is desirable. Experience in administration of staff entitlements and benefits using an Enterprise Resource Planning (ERP) systems such as SAP (UMOJA) or equivalent is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).