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Vacancy Announcement No: UPU/18/G5/FT-C/238
Title: HR Assistant (Payroll) 50%
Grade: G5
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
4 December 2018
Application Deadline:
18 December 2018
Vacancy declared unsuccessful
Organizational Unit:
Human Resources Directorate (DRH)
Staff Administration and Social Affairs
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: As soon as possible
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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.
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Main duties:
Under the general supervision and guidance of the HR Expert of the Staff Administration and Social Affairs Programme, the incumbent assists in the area of payroll and HR administrative activities.
1. Payroll and HR Administration
Under the direct supervision of the HR Assistant in charge of payroll:
- Performs a backup to ensure that changes in staff entitlements, benefits, allowances and grants are tracked in the payroll IT system;
- Searches regularly for information on benefits (allowances and grants) in the UN common system, including updated post adjustments and salary scales;
- Collects relevant information for salary calculations from various directorates, including the DRH for changes in entitlements and salary advances, the DL regarding telephone bills and garage bills, and the DFI regarding loans;
- Prepares transfers according to established procedures (e.g. to bank accounts, third parties and the Pension Fund);
- Prepares and disseminates key information to the Pension Fund for the preparation of monthly pension amounts;
- Performs testing and validation;
- Prepares statistics and updates HR tables;
- Prepares salary attestations and responses to questions from employees;
- Prepares letters of appointment and contacts parties for contract renewals;
- Takes care of HR files (staff files and shared drive);
- Replaces the HR Payroll Assistant, at grade G6, during his/her absence.
2. Other HR administrative duties
Leave management
- Monitors staff attendance records in the HR ERP system;
- Collects data on all cases of leave and prepares related statistics;
- Regularly monitors staff attendance, checking unauthorized absences, compensatory leave, flexitime, part time, overtime, etc., and prepares statistics, if deemed appropriate;
- Drafts related correspondence as required;
- Handles the yearly publication of official holidays;
- Monitors staff absences related to medical appointments;
- Provides guidance and training for new staff on this matter.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Completion of secondary/vocational school. |
Experience:
A minimum of four years of proven experience in payroll. |
Technical knowledge:
- Knowledge of Staff Rules and Regulations and HR policies, processes and procedures.
- Good knowledge of payroll IT system.
- Good knowledge of compensation benefits.
- Knowledge of traditional office tools and Outlook.
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Skills and abilities / competencies:
- Ability to work under significant pressure with constantly changing priorities.
- Ability to identify problems, formulate options, draw conclusions and make recommendations on how to resolve matters.
- Ability to work independently and in a team.
- Strong interpersonal skills.
- Excellent communication skills, orally and in writing.
- Ability to concentrate on details.
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Language skills:
Proficiency in English or French is required. Working knowledge in the other language is an asset.
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Additional Information:
Applications will be considered for similar positions.
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Priority shall be given for an internal promotion.
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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.
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Annual salary:
(Net of tax)
37,542CHF
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Applicants will be contacted directly if selected for written test. Additional testing/interviewing may be used as a form of screening. |
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| The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.
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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. |
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Applications from women and member states are particularly encouraged.
The UPU promotes diversity and work-life balance. |
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| For further instructions regarding the online application process, please visit the UPU internet page at: https://upu.int/en/Universal-Postal-Union/Careers |
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Vacancy declared unsuccessful |
This vacancy is shown for viewing only. It is not currently open for applications
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The UPU has a smoke-free environment
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