Human Resources Assistant (temporary, part-time at 50%), G5

  • Organisation: UNOV - United Nations Office at Vienna
  • Location: Vienna
  • Contract: J
  • Deadline: 6 November 2026

Org. Setting and Reporting

This position is located in the Planning, Contracting and Reporting Unit (PCRU), Staffing, Diversity and Outreach Section (SDOS), Human Resources Management Service (HRMS), Division for Management (DM), United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC), in Vienna. The Human Resources Assistant will work under the overall guidance of the Chief of SDOS and the direct supervision of the Chief of PCRU. For more information on UNOV, please visit the website www.unov.org

Responsibilities

The incumbent will work part-time (50%) in the team responsible for the engagement of affiliate personnel, including Consultants and Individual Contractors (CIC) in PCRU. Within assigned authority, the incumbent will be responsible for the following specific duties: • Provide assistance and support to Vienna-based clients in HR-related matters especially to the engagement and administration of affiliate personnel, including consultants, individual contractors, gratis personnel, UN Volunteers and personnel administered by other entities. • In coordination with the other team members, provide support and assistance in reviewing and processing requests for the full cycle of the engagement and administration of consultants and individual contractors at Vienna Headquarters as well as in UNOV/UNODC’s field offices, by handling the following: initiate and follow-up on reference checks and academic verifications; ensure the completion of the pre-engagement formalities, review Terms of Reference (TOR), prepare and advertise job openings for consultants and individual contractors; calculate fees, prepare and administer contracts, ensuring that the administrative provisions as per the established rules and procedures are met; ensure that information is correctly entered in various systems. • Review and approve financial obligations (through fund commitments) for select affiliate personnel in UNOV/UNODC field offices. • Maintain automated applications and databases containing HR-related information and statistics, as applicable. • Assist in the preparation of necessary documentation related to the engagement of affiliate personnel for distribution to various offices, departments and offices. • Provide general office support services to the Chief of Unit, and draft and/or process a variety of correspondence and other communications, if requested. • Undertake research on a range of HR related issues and assist in the preparation of notes/reports. • Provide guidance/training to less experienced staff and personnel. • Act as back-up for colleagues in the team at the G-6 level. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as required.

Competencies

Professionalism: Has knowledge of the human resources policies, procedures and practices and is able to apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Has ability to perform analysis, modeling, and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of five (5) years of progressively responsible work experience in human resources management, administrative services or other related fields is required. The minimum number of years of relevant work experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience with an ERP system, such as SAP (Umoja), and a talent-management system, such as Inspira is required. At least two years of direct work experience in human resources management in the area of contract issuance and administration of consultants and individual contractors at headquarters and field offices within the United Nations Common System organizations or a similar international organization are desirable. Work experience in the review and approval of financial obligations for affiliate personnel in field offices is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages

Language Reading Writing Listening Speaking

English UN Level II UN Level II UN Level II UN Level II

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This position is temporarily available for 6 months. If the selected candidate is a staff member from the United Nations Secretariat, the selection may be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period, will normally be at a staff member’s personal grade and has no bearing on the future incumbency of the post. Payment of Special Post Allowance (SPA) to the post level may be considered after three months subject to certain conditions. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, staff are expected to move periodically to new functions in their career in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit the UN Careers Portal at https://careers.un.org/young-professionals-programme?language=en Applications must only be submitted in either English or French, the working languages of the UN Secretariat.

United Nations Considerations