Human Resources and Operations Assistant

United Nations University Objectives:

The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate teaching and 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 more information please visithttp://unu.edu.

United Nations University - Vice-Rectorate in Europe (UNU-ViE):

UNU-ViE is an integral part of the Rector's office and the first Vice Rectorate of UNU outside the headquarters in Tokyo, Japan. Established in May 2007 in Bonn, UNU-ViE aims at strengthening institutional growth of UNU in the world with particular emphasis on Europe and Africa. A further task is dedicated to capacity development in developing and emerging countries and to assist the establishment of UNU “Twin” institutes. For more information please visit www.vie.unu.edu.

United Nations University Institute for Environment and Human Security (UNU-EHS):

UNU-EHS, established in December 2003, is part of the UNU system, a worldwide network of Research and Training Institutes. Its mission is to advance human security through knowledge-based approaches to reducing vulnerability and environmental risks. For more information, please visitwww.ehs.unu.edu.

Responsibilities:

Under the authority of the Vice Rector in Europe and the supervision of the Finance and Administrative Officer, the Human Resources and Operations Assistant shall coordinate the functions as related to recruitment, staff services, contracts managements, procurement and general administrations. The main tasks are:

1. Human Resources

• Focal point for all recruitment related matters, including the review and finalization of job descriptions in consultation with section heads, Arrange for vacancy announcements to be placed in various advertising channels, manage applicant flows and review of applications; Review and finalize recruitment reports; Liaise with UNU HQ concerning HR policies and practices, and on the consistency of recruitment matters; Prepare offer and regret letters; maintain recruitment files and reports;
• Oversee logistical arrangements for new recruits (work station, phone line, email address, building access cards and badges, group insurance and etc.);
• Liaise with the German Foreign Office on personnel matters as appropriate including protocol related ID cards, visas, etc.;
• Responsible for the orientation process of all new staff, consultants and PhD students; provide guidance on HR rules, regulations and entitlements on the basis of contractual status;
• Liaise with section heads and budget owners concerning staff contracts renewals; including updates on TOR, clarify on contract periods and funding sources;
• Oversee staff attendance records in line with UNU’s policies and procedures;
• Assist in monitoring contractors’ delivery of agreed works to release delivery based installment. 
• Prepare monthly payroll for contractors.
• Prepare correspondences, employment and income certificates and etc. to staff upon request;
• Administer UNU-Bonn’s group insurance schemes (relevant to PSA personnel, PhD Researchers, and others as required); act as focal point on general insurance queries as appropriate;
• Maintain and update staff and PhD student statistics, directories and personnel files;
• Process and review staff, consultant and PhD student separation documents at the conclusion of their terms of service.

2. Procurement

• Assist in procurement activities (i.e. office supplies, printing services, IT services); provide support and guidance to organizational units on all stages of the procurement process;
• Advice colleagues on matters relevant to the UN procurement rules and best practices;
• Prepare, finalize and issue purchase orders, and coordinate receipt of goods/services and clear vendor invoices for payment;

3. Administration

• Maintain effective property management system to manage fixed assets inventory records; oversee annual physical verification of inventory items and coordinate all assets related tasks (i.e. disposals, personnel property receipt);
• Manage UNU office premises including coordinating office space assignments and moves;
• Represent UNU in various common UN task forces as related to human resources, procurement and administrations (including participation in security focal points’ meetings);
• Any other duties as may be assigned or required.

Required Qualifications and Experience:

• Preferably first level university degree in business administration, human resource management, finance, or a related field. Recognized qualification in public procurement or formal procurement training would be considered a distinct asset;
• Minimum of five (5) years of progressively responsible working experience, ideally touching all three areas of human resources, general administrations and procurement;
• Familiarity with UN rules and regulation concerning human resources, finance, administrations, and procurement, would be an advantage;
• Fluency in both oral and written English is required. Knowledge of the local language of the duty station (German) would be ideal and a distinct asset.
• Proficient in the use of MS Office applications. Experience in using ATLAS or any other ERP system is highly desirable;
• Excellent communication and interpersonal skills, including good networking ability;
• Ability to work under minimal supervision with high level of resilience;
• Excellent time management skills, forward planning, with the ability to work under pressure and with minimal supervision;
• A good team player with strong interpersonal skills, demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Remuneration:

We offer a competitive net salary at GS-5 level of the General Service salary scale (for Bonn, Germany) of the United Nations Common System, plus benefits. For more information, please visithttp://www.un.org/Depts/OHRM/salaries_allowances/salaries/germany.htm

Duration of Contract

This is a full-time employment. Initial appointment will be on a fixed-term appointment of one (1) year with the possibility of renewal and on a rolling fixed-term appointment basis, subject to satisfactory work performance.  The mandatory age of retirement for new United Nations staff is 65 years.

This is a locally recruited post; no relocation allowances apply. UNU is committed to achieving workforce diversity in terms of gender, nationality and culture.

Staff members of the United Nations University are international civil servants subject to the authority of the Rector and may be assigned to any of the activities or offices of the University. Rector reserves the right to appoint the candidate to a level below that which is advertised.

Starting date:  As soon as possible

Application Procedure:

Interested applicants should submit their applications by e-mail (to hrbonn@vie.unu.edu), and must include the following:

• a cover letter setting out how the qualifications and experience match the requirements of the position;
• a curriculum vitae and completed and signed UNU Personal History (P.11) formdownloadable from UNU Bonn website. Please avoid using similar forms provided by other United Nations organizations;
• an indication of the reference number of the vacancy announcement (2016/UNU/ViE/FTA/HROA/73)

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8)