Org. Setting and Reporting

This position is located within the Office of the Human Resources Management Unit of the Office of the Special Envoy of the Secretary-General for Syria. The position is based in Damascus, Syrian Arab Republic. The incumbent will report to the Chief Human Resources Officer.

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties: Recruitment and placement: · Participates in the selection of candidates for secretarial, clerical and related categories positions; including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-lists of candidates. · Assists in the filling of posts for all categories, including following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and working with support center (RSCE) in preparing and dispatching offers of appointment and Statement of Emoluments to all candidates · Assists in organizing and coordinating competitive recruitment examinations. · Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements. · Compiles recruitment data and monitors timelines in support of service delivery standards. · Reviews personnel actions through ERP (UMOJA). · Advises staff on visa and travel arrangement matters. Administration of entitlements: · Advises staff members’ claims for entitlements and benefits, changes in personal or marital status, and family-related requests, as necessary · Works with various sources of information such ICSC website and DOS advisory facility to have accurate information on entitlements. · Maintains and updates reference data related to entitlements and benefits in Umoja, as needed. · Assists and guides eligible staff with the submission of their education grants in FSS (claims and advances) and track the process and the payment. Staff development and career support training: · Provides logistics and administrative support to trainers. Advise staff members on the mandatory training courses and the completion rate for compliance. Classification: · Assists in reviewing and processing requests for classification. · Provides advice and answers general queries on classification procedures and processes. General: · Conducts exit interviews for separating staff and assists him/her in final arrangements. · Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports. · Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. · Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in ERP (UMOJA), etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc. · Responds to queries on performance management policy and tool. Monitor the completion of performance reports within the cycle. · Monitors the attendance and absences of staff members and update their attendance records based on the submitted leave requests in Umoja-Portal (annual leave, sick leave, home leave, and RnR). · Maintains the staffing table with related updates such as promotion, assignment, extension, special leave, etc. · Monitors the extensions of appointments: temporary, fixed-term appointment, and IC, and assist with documentation of the related forms (extension request form, exceptional extension, etc.). · Prepares written response to queries concerning HR related matters. · Undertakes research on a range of HR-related issues and assists in the preparation of notes and reports. · Trains and provides supervision to new and lower-level staff in the unit. · Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. · Assists with visualizations and updating information material such as web pages or brochures. · Performs other duties as required.

Competencies

PROFESSIONALISM: 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match 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; 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of (7) seven 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. At least two (2) or more years of experience using an Enterprise Resource Planning (ERP) systems such as SAP (UMOJA) is desirable. Experience using INSPIRA for the recruitment of staff and non-staff is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English and Arabic are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages

Language	Reading	Writing	Listening	Speaking
English	UN Level III	UN Level III	UN Level III	UN Level III
Arabic	UN Level III	UN Level III	UN Level III	UN Level III

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.

Office of the Special Envoy of the Secretary General for Syria

HUMAN RESOURCES ASSISTANT, G6