Human Resources Assistant (PSA)

About United Nations University (UNU)

The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU's work spans the 17 Sustainable Development Goals' full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe. For more information, please visit http://unu.edu

About Institute for the Advanced Study of Sustainability (UNU-IAS)

United Nations University, Institute for the Advanced Study of Sustainability (UNU-IAS) is one of 14 research and training Institutes that comprise the think tanks in the UNU system. UNU-IAS is a UNU institute based at UNU Headquarters in Tokyo. The mission of UNU-IAS is to serve the international community through policy-relevant research and capacity development focused on sustainability, including its social, economic and environmental dimensions. Through its postgraduate education programmes UNU-IAS developes future international leaders with interdisciplinary understanding and skills needed to advance creative solutions to problems of sustainability. UNU-IAS builds on a strong tradition of UNU research and capacity development in Japan, undertaken in collaboration with a global network of professionals and scholars, particularly in Africa and Asia. For more information, please visit http://ias.unu.edu

Responsibilities 

Under the overall supervision of UNU-IAS Director, and under the direct guidance and supervision of Head of Programme and Administration of UNU-IAS, and in close coordination of Human Resources Associate, the incumbent shall perform the following tasks:

1. Ensures administration and implementation of HR strategies and policies focusing on achievement of the following results;
• Full compliance of records and reports with UN rules, regulations, UNU policies, procedures and strategies;
• Ensure electronic filing practices for PSA, Consultants, Interns, and postdoctoral fellows are carried out in line with established standard operating procedure on information management

2. Serve as a focal point for consultancy contracts and internships, focusing on the following areas;
• Reviews contract requests to ensure quality and compliance with rules;
• Supports up-to-date budget monitoring by releasing in a timely fashion the Purchase Orders (POs);
• Ensures received deliverables and payment authorisations to comply with the contract terms for payment processing;
• Receives and reviews contract evaluations for quality assurance purposes.
• Alerts vendors for open contracts due to expire.
• Coordinates with the Finance Team and HR HQ on closing contracts in the system.
• Responds to internal/external audit requests.
• Review open Purchase Order during the annual financial closure.

3. Provide support to UNU-IAS personnel during onboarding, transition, and separation focusing on the following areas;
• Assist in onboarding and offboarding procedures for employees including Personnel Service Agreement (PSA) holders, consultants, interns, and postdoctoral fellows;
• Update welcome packages reflecting local specifics;
• Assist in planning and implementing human resources-related policies identified in the UNU-IAS Strategic Plan 2020-2024, including ensuring a safe and supportive working environment and supporting the professional career development of personnel;
• Update and maintain the personnel data in the system and shared documents upon personnel change (ERP system, organisational chart, floor map, etc.);

4. Maintain and manage human resources information and documents focusing on the following areas;
• Serve as Leave Monitoring Focal Point, performing the functions of Admin,HR, and Absence Processor in Atlas as well as provide helpdesk support to UNU IAS personnel.
• Serve as the focal point for the Global Directory for UNU IAS and responsible in updating the required HR record in the GD and extend the personnel’s account whenever required;
• Participate in briefings and meetings as a member of the UNU-IAS Human Resources team and prepare reports, minutes, communications, and other documents;
• Analyse available human resources policies and assist in establishing solutions for human resource needs in the institute;
• Support the process for official e-signature and seal requests from UNU-IAS personnel;

5. Perform any other duties related to the UNU-IAS Administration as may be assigned, including but not limited to temporary support for recruitment of PSA positions.

Key performance indicators

• High quality, timely and accurate service is provided to requestors
• Timely and quality delivery of technical advice and documents
• Information is easily available
• Databases and shared folders are up to date

Competencies

Values:

• Inclusion — take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity
• Integrity — act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards
• Humility — demonstrate self-awareness and willingness to learn from others
• Humanity — act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet

Behaviours:

• Connect and collaborate — build positive relationships with others to advance the work of the United Nations and work coherently as One UN
• Analyse and plan — seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action
• Deliver results with positive impact — hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves
• Learn and develop — pursue own learning and development and contribute to the learning and development of others
• Adapt and innovate — demonstrate flexibility, agility and the ability to think and act in novel ways