|
|
Vacancy Announcement No: UPU/17/G6/FT-C/180
Title: HR Assistant 80%
Grade: G6
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
|
Publication Date:
19 June 2017
Application Deadline:
30 June 2017
Vacancy Filled
Organizational Unit:
Human Resources Directorate (DRH)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: As soon as possible
|
| |
Organizational Context:
Please note that this is a locally-recruited position, restricted to Swiss nationals and/or legal residents of Switzerland.
With its 192 member countries, the Universal Postal Union (UPU), a specialized agency of the United Nations, is the primary forum for cooperation between postal sector players. It helps to ensure a truly universal network of up-to-date products and services.
|
Main duties:
Under the direct supervision of the HR expert, the incumbent shall perform tasks related to the preparation of the salary payment, selection & recruitment of staff, staff entitlements as well as contract administration.
1. Payroll Administration:
- Under the general supervision of the HR expert acts as focal points in the processing of payroll;
- Ensures that changes in entitlements, benefits, allowances and grants of staff are processed/tracked in the IT payroll system;
- Searches regularly for information on benefits (allowances & grants) from the UN common system, including updated post adjustments, salary scales;
- Collects relevant information for salary calculations from various directorates, including DRH for changes in entitlements and salary advances, DL regarding telephone bills, garage bills, and DFI regarding loans;
- Updates and maintains records on staff benefits;
- Performs payroll/benefits -related reconciliation., if required;
- Performs calculations of salaries, prints pay slips, checks and validates;
- Prepares vouchers, pays the representation fees of DG and VDG;
- Prepares the transfers according to established procedures, including bank accounts and third parties and Pension fund
- Prepares and disseminate key information to the Pension Fund for the preparation of monthly pension amounts;
- Distributes pay slips and answers appropriate questions from employees;
- Performs testing and validation; assists in the analysis of the utility of the IT payroll system and contributes to the enhancement of the IT system by pointing out issues that could be improved and/or corrected.
2. HR Administration
a. IT system
- Holds the function of "super user" in terms of data update, operating and statistics extraction;
- Performs testing and validation.
b. Welcoming new employees
- Provides key information to newly recruited staff in terms of their entitlements, rights and obligations, including code of conduct.
c. Certificates and statistics
- Prepares work certificates, salary attestations;
- Prepares various statistics for internal and external use;
- Prepares payment of bills related to various service providers;
- Acts as focal point of preparation of various data on staffing to be submitted to the CA, UN and embassies;
- Acts as focal point for tax related matters concerning staff of USA nationalities.
3. Contract Administration
- Follows up on own initiative, expiration of appointments of staff by requesting relevant directorates about renewal of contract;
- Prepares renewal of appointment letter, extension of contract or letter of confirmation of appointment and termination letter;
- Drafts correspondence related to transfer, promotion to another post, promotion through reclassification, separation, and termination;
- Ensures maintenance of staff files during the career cycle and archiving.
4. Administration of entitlements
- Prepares the calculation of step increases following a promotion or temporary replacement (SPA) and drafts relevant correspondence.
5. Recruitment
a. For fixed term post in the GS category staff and for temporary staff in the professional and higher categories
- Responsible for the issuance of vacancy notice, including reviewing vacancy requests, preparing vacancy announcements;
- Shortlists candidates taking into consideration their educational qualification, years of relevant experience and language skills;
- Prepares all necessary documentation to be used during the selection process;
- Invites the members of the selection panel to meeting(s) and fixes the date of the venue;
- Acts as secretary in the selection panel meeting;
- Writes the report of the selection panel meeting and submits it to the DG following the signatures of the participants.
b. For temporary positions in the GS category
- Responsible for the issuance of vacancy notice, including reviewing vacancy requests, preparing vacancy announcements;
- Shortlists candidates taking into consideration their educational qualification, years of relevant experience and language skills;
- Prepares all necessary documentation to be used during the special established selection process;
- Participates in the conduct of interviews:
- Writes the report of the selection panel meeting and submits it to the DG following the signatures of the participants.
c. For fixed term post in the professional and higher categories
- Responsible for the issuance of vacancy notice, including reviewing vacancy requests, preparing vacancy announcements;
- Prepares all necessary documentation to be used during the selection process;
- Invites the members of the selection panel to meeting(s) and fixes the date of the venue;
d. Statistics
- Prepares statistics on matters related to recruitment for internal and external use.
e. E-recruitment system
- Holds the function of "super-user" of the software (parameterization in terms of renewal of contracts with supply provider.
|
|
QUALIFICATION AND SKILLS REQUIRED |
Education:
Secondary school education |
Experience:
A minimum of 6 years of experience in HR |
Technical knowledge:
- Good knowledge of the UPU's Staff Rules and Regulations, HR policies, procedures and processes
- Knowledge of e-recruitment system
- Knowledge of compensation benefits
- Knowledge of IT payroll system/software
- Good knowledge of traditional Office tools and Outlook
|
Skills and abilities / competencies:
Ability to identify problems. Formulate options, make conclusions and recommendations on how to resolve the matter
Ability to work independently and in a team
Ability to work under pressure with constantly changing priorities
Problem-resolving ability, including being able to identify issues and resolve programs in a timely manner
Strong inter-personal skills and excellent communication skills, orally and in writing
Ability to present numerical data in a resourceful manner
Ability to pay attention to details and concentrate on figures
|
Language skills:
French is the official language of the UPU. English and French are the working languages of the UPU International Bureau. For this post, proficiency in English or French is required. Knowledge of the other language would be an advantage. Training will be mandatory in order to acquire the required level of the second language in a reasonable time frame.
|
Additional Information:
Candidates must ensure that they provide relevant contact details so that they can be contacted at any time, to prevent them from being excluded from the selection process.
|
Annual salary:
(Net of tax)
64,729.6 CHF
|
|
| The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.
|
|
Please note that all candidates must complete an on-line application form.
All applications must be received by the closing date as stated in the vacancy announcement.
Only candidates under serious consideration will be contacted. |
|
Applications from women and member states are particularly encouraged.
The UPU promotes diversity and work-life balance. |
|
| For further instructions regarding the online application process, please visit the UPU internet page at: https://upu.int/en/Universal-Postal-Union/Careers |
| ... |
|
Vacancy Filled |
This vacancy is shown for viewing only. It is not currently open for applications
|
|
The UPU has a smoke-free environment
|
|
