HTML Preview Hr Assistant Reference Letter page number 1.
Post title
Human Resources Assistant
Organisational
unit
UNESCO
Finance and Administrative Platform for Amman and Baghdad
Offices
Duty station
Amman, Jordan
Grade
G-4
Contract type
Service Contract (SC)
Closing date
31 May 2015
Main
responsibilities
Under the guidance and supervision of the Human Resources Officer and the overall supervision of the Chief of Finance and
Administrative Platform (AO) of the UNESCO Offices for Iraq and Jordan, and the overall authority of the Director of the
UNESCO Office for Iraq and the Head of UNESCO Office for Jordan. The incumbent shall assist the HRO and the AO in carrying
out her/his responsibilities in Human Resources Management.
Taking into consideration the expected growth of the two offices in general and the different portfolios within the
Programme/Project unit in specific which entails creating new projects and expansion of others, the need for additional HR
support services has evolved.
The HR Assistant provides support to HR Unit required by the two Offices in support of the Offices projects and other units
ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Assistant promotes a
client-oriented approach in the unit consistent with the set rules and regulations.
1. Major Activities:
• Assist the HRO in administration of human resources by:
Maintaining up-to-date personal files, organizational charts and lists of FT, PA, TA, consultants, interns and
volunteers of the two offices using the internal human resources management system, where applicable;
Assist in processing of contracts and all personnel actions day to day in staff movements such as, appointment,
extension, transfer, step increment, resignation, termination, and separation; and tracking of HR transactions related
to overtime/deductions, retroactivity, recoveries, adjustments etc... ;
Assisting in monitoring the elaboration of SC contracts by following up the insertion and maintenance of personnel
data into the Human resources system (STEPS);
Assisting in coordination of checkout procedures for FT, PA, TA and SC holders.
Providing assistance and guidance to staff members in general matters related to the human resources working tools
such as TULIP and Perfoweb;
Draft all HR and Admin letters in Arabic and English languages, (recommendation letters, employment certificate for
embassies, checkpoints, travel, etc.) upon staff member and management request.
Monitor leave and attendance of SC holders and Program/Project personnel in and out of TULIP as needed.
Regularly maintain proper filing system for HR records and documents manually and electronically.
Prepare routine correspondence and compilation of reports relevant to Human Resources.
Participate in the training for the Program/Project & offices personnel on HR issues.
In close consultation with the HRO, supports management in the monitoring of internships through updating rosters,
and following up with the latest HR procedures, rules and regulations.
• Assist the HRO in the recruitment process of the UNESCO Offices for Iraq and Jordan by:
Disseminating vacancy notices;
Registering submitted applications and liaising with the candidates;
Assembling the required documentation, and assisting in the organization of selection and interview panels.
Scheduling interviews with the short-listed candidates and organizing written exams;
Ensuring that selected and unsuccessful candidates are notified of the outcome of the recruitment process;
Collect background information and documents for submission to set panels,
Advising selected individual of start date and original documents required for presentation;
Manage, maintain and update HR and personnel records for the recruitment of Projects/Program staff.
• Assist the HRO in Protocol process:
Assisting in all procedures for international staff (UNLPs, shipment of personnel effects, opening bank accounts-
changing accounts, local payments such as danger pay etc.);
Preparing letters for residency Permits and UNAMI Badge (requests and extensions for all staff); Prepare letters for
residency Permits requests and extensions for all international staff and their families, National staff and families
Assist in the follow up with the embassies, ministries and any other organizations that deal with residencies- visas-
etc...
Work and follow up with the relevant Government entities on residencies, work permits, office/staff vehicle license
renewal and tax exemption
• Carry out any additional activities that may be required
UNESCO contributes to peace and human development in an era of
globalization by furthering international cooperation through its
programmes in education, sciences, culture and communication.
With its
195 Member States and 9 Associate Members, UNESCO has its Headquarters
in
Paris (France) and operates globally through a network of offices and several institutes.