Job Description

Posted on April 26, 2022

Eligible Applicants
This position is advertised open to Group 1, Group 2 and external applicants.
Procedures and Eligibility
Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).
In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies.
Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above. However, current GS staff members holding an indefinite or fixed-term appointment in the country of the vacancy who apply for a position two grades above the personal grade will be considered as Group 2 applicants.
Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy.
I. Current locally recruited UNHCR staff members holding a temporary appointment up to a maximum of two grades above their current positions;
II. Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females) up to a maximum of two grades above the last position at UNHCR;
III. National United Nations Volunteers currently working for UNHCR;
IV. National UNOPS and individual contractors currently working for UNHCR;
V. Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member¿s personal grade;
VI. Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post;
VII. Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post;
VIII. Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment up to a maximum of two grades above their current positions.
External candidates: External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position, candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country.
Duties and Qualifications
Organizational Setting and Work Relationships
Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR).
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.
Duties

Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff.
Process local staff members contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures.
Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office.
Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations.
Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations
Assist with shipment of their personal effects in coordination with the logistics section.
Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency.
Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records.
Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.
Initiate routine correspondence on HR matters for the authorizing officer’s approval.
Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Certificates and/or Licenses
Secretarial,  Administrative
Relevant Job Experience
Essential
Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.
Desirable
Field experience with UNHCR and/or with other humanitarian organizations is an asset.
High IT affinity and working experience of PeopleSoft/MSRP.
Functional Skills
IT-Computer Literacy
PG-Resource planning
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
HR-PeopleSoft Human Capital Management
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-Enterprise Resource Planning (ERP)
Position Competencies
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Cross-Functional Competencies
Planning and Organizing
Technological Awareness
Language Requirements
Please also note that English is essential for this Job Opening.
Additional  Information
Remuneration:
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission and please refer to the relevant category / grade level at: http://icsc.un.org
Interested Group 1 and Group 2 applicants need to apply through MSRP ¿ Self-Service ¿ Recruiting Activities ¿ Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile.
Interested external applicants need to apply online and complete the mandatory motivation letter.  For technical issues with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website.
External candidates must be legally present in Zambia at the time of application, recruitment and hire. Non-Zambian citizens are required to submit a valid Zambian residence permit to be considered.
Shortlisted candidates may be required to sit for a written test and/or do a competency based interview
Applications will be accepted only via the online portals. Please do not send application via
email.
Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).
See below for this postion’s Operational Context
Operational Context
This position is located in the UNHCR Country Office in Lusaka, Zambia, and is a part of the HR Unit of four. The HR Unit provides HR services to all colleagues in Zambia operation, from hire to retire.
UNHCR Zambia operation has a dynamic operational setting, which requires the Senior HR Assistant to be equipped with excellent time management and prioritization skills, while being able to adapt to changing priorities with proactivity both independently and as part of a team.
Given the nature of the post, the incumbent shall have proven good track record in handling confidential information, meticulous attention to detail (both numeric and textual), data collection and data analytical skills.
The incumbent shall possess strong IT affinity and confident experience using ERP systems, Office applications, and online collaboration tools.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.
Please also note that recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against COVID-19.
Closing Date
The closing date for submission of applications is  08 May 2022 Mid night Geneva time

Application email or URL: https://public.msrp.unhcr.org/psp/RAHRPRDX/EMPLOYEE/HR/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId=36148&PostingSeq=1