Human Resources Assistant

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Description

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Working under moderate supervision, the HR Assistant assists with recruitment, onboarding, personnel records management, maintaining HR databases and rosters, acts as the first point of contact for the designated department on HR-related matters. The incumbent applies knowledge of standard HR practices and procedures to ensure timely and accurate HR process delivery.

Responsibilities

• Supporting the entire range of recruitment activities in line with the OSCE Common Regulatory Management System (CRMS); drafting, editing, updating, posting and closing vacancy notices; updating and maintaining Taleo records of candidates throughout the recruitment cycle, pre-screening and long-listing candidates, arranging/scheduling interviews and tests; acting as a Secretary to the Evaluation Board /Evaluation Board Member; preparing draft selection reports; conducting references and education credentials checks; liaising with candidates and providing feedback, if required.
• Maintaining up-to-date rosters of experts and local candidates for short-term assignments; supporting the full cycle of experts’ recruitment on a Special Service Agreement (SSA) basis; reviewing and clearing SSA-related documents; raising Purchase Orders (PO) for expert services.
• Administering the electronic Enterprise Resource Planning (ERP) system, entering data for new mission members, monitoring contractual status and entitlements, participation in social security schemes; providing first-level support for the mission members by advising on procedures in line with CRMS and guiding/assisting in resolving issues;
• Administering on-boarding and separation programmes; providing technical and administrative support for the induction of new mission members through an online on-boarding programme and other mandatory courses; assisting supervisors with setting probationary performance objectives; notifying mission members and supervisors on the probationary period end dates; ensuring new mission members participation in mandatory courses, following up on their completion and responding to different requests for additional information and assistance; assists mission members with separation process in line with OSCE CRMS;
• Monitoring contractual status of mission members, ensuring timely contract extensions; managing transfer procedures of mission members and keeping track of the maximum periods of service; maintaining accurate personnel records and HR databases, including input into OSCE ERP system management systems;
• Assisting supervisors with the Performance Management Process (PMP); providing initial PMP training to the new joiners, supporting mission members in the use of the electronic PMP tool, administering PMP documents workflow, monitoring timely completion of the objective setting, mid-year reviews and year-end reviews in line with the OSCE CRMS;
• Administering participation of mission members in the social security schemes; acting as a contact person for the Provident Fund, health, incapacity, life and accidental disability insurance issues, briefing mission members on the social security schemes, assisting and following up on registration of dependents, and monitoring insurance reports of the mission members;
• Supporting the planning and organization of learning and development initiatives, including training needs assessment, coordination with training providers, and logistical arrangements; assisting Human Resources Officer in the development and implementation of a comprehensive Learning & Development Plan; serving as administrative point of contact for the internal staff learning & development needs and assisting departments in the organization and co-ordination of individual trainings; notifying mission members on dates, time, subject matters and other relevant details of training/workshops/courses; liaising with training providers, researching and identifying partner organizations, and institutions to conduct training courses, seminars and workshops, as requested. Providing logistical support, booking facilities and equipment, preparing learning materials and other support items for training and keeping attendance records;
• Providing functional backstopping for the HR/Payroll Associate, including payroll administration during absences; delivering efficient administrative and operational support to the HR section; drafting correspondences, preparing HR-related documentation, and contributing to process improvements; undertaking research on a range of HR-related issues and providing support to the supervisor in the preparation of statistical analysis and reports; drafting written response to queries concerning HR matters.

Requirements

• Completed secondary education, supplemented by specialized training in human resources or general management; 
• Minimum five (5) years of working experience (4 years with a first-level university degree or 3 years with a second-level university degree) in the field of human resources and/or administration, part of which should preferably have been in an international environment;
• Advanced computer literacy with practical experience in Microsoft Office applications. Experience with ERP software is an asset;
• Demonstrated gender awareness and sensitivity and an ability to integrate a gender perspective into tasks and activities.
• Ability and willingness to work as a member of team with people of different cultural and religious backgrounds, different genders, and diverse political views while maintaining impartiality and objectivity;
• Experience in project administration, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation;
• Excellent oral and written communication skills in English and local languages (Russian/Kyrgyz).

Source: https://vacancies.osce.org/jobs/human-resources-assistant-g5-4092

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