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Staff Administration Assistant (GS-4)


Principal Functions

Under the Supervision of the Head, Staff Administration, the incumbent is responsible for:

  1. Administratively support the coming-on-board process for new staff members relating to their benefits and entitlements, and assist in streamlining services to new staff by processing coming-on-board travel, creating personnel files for new staff and preparing coming-on-board packages, including Letter of Appointment, Secrecy Agreement, and Oath;  
  2. Support the Senior Staff Administration Assistants with absence management, including the review of requests for Family Leave and Family Emergency Leave;
  3. Act as focal point for leave audits to be completed twice a year;
  4. Act as focal point for yearly dependency reviews to ensure and maintain up-to-date information from staff members relevant for their benefits and entitlements;
  5. Support the Senior Staff Administration Assistants with processing requests for Education Grants, Home Leave, and related travel;
  6. Act as focal point for the Internship Programme, including preparing internship packages, inducting new interns, answering queries of interns related to their internship package, and preparing separation documentation at the end of internships;
  7. Maintain personnel files; monitor and update HRB databases and systems, including the ERP system, to ensure accurate and up-to-date information; run standard reports from HRB reporting tools to support the administration of benefits and entitlements;
  8. Interact with other sections and staff within and outside of HRB to ensure high quality, seamless HR services to all stakeholders;
  9. Carry out other tasks as deemed appropriate for the post.

Knowledge and Experience

Education

Essential 

High school diploma or equivalent diploma of higher secondary education.

Desirable

Additional training/courses from a recognised educational institution in the area of personnel administration.

Experience:

Essential

  1. At least three years of related experience, with one year in the area of human resources;
  2. Demonstrated experience in a customer-servicing role.

 

Desirable

Previous work experience within an international organisation and experience in the area of UN benefits and entitlements are highly desirable.

Skills and Abilities (key competencies)

  1. Basic problem-solving skills;
  2. Flexibility and ability to work steadily with several ongoing tasks;
  3. Detail orientation;
  4. Tact, accuracy, and discretion;
  5. Work independently following established rules and procedures;
  6. Focus on collaborative team work within a supportive environment;
  7. Customer service orientation;
  8. Commitment to continuous learning;
  9. Good interpersonal skills and ability to work harmoniously in a multi-cultural environment;
  10. Computer literacy, including good working knowledge of Windows based word-processing, spreadsheets and databases as well as a working knowledge of an ERP or related HR system.

Language Requirements:

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish).