Senior Human Resources Assistant - G5 level

Senior Human Resources Assistant - G5 level

UNHCR Representation - Stockholm

The UNHCR Representation for the Nordic and Baltic Countries, based in Stockholm, Sweden, is looking for a dynamic, flexible and proactive colleague with good communication and organizational skills and with a developed sense of service. The Senior Human Resources Assistant should be able to quickly adapt to new working environment and be a good team-player. The position is in the Local Staff category.

The role of this position is to provide HR and travel administrative support services to staff in the office. The incumbent is expected to organise and prioritize the work independently and carry out all duties with discretion based on direction from the Administrative Unit. The job also entails regular communication regarding HR and travel matters which requires a positive, knowledgeable solution oriented and service minded approach.

UNHCR offers work in an interesting international office environment with a wide variety of tasks conducted both independently and together with other members of the Office team.


Description of tasks:

- Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff.
- Process local staff members' contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures.
- Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office.
- Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations.
- Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations.
- Assist with shipment of their personal effects in coordination with the logistics section.
- Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency.
- Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records.
- Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.
- Initiate routine correspondence on HR matters for the authorizing officer's approval.
- Create and processes Travel Authorization, Travel Advances and Travel Claims in accordance with the relevant administrative rules and regulations.
- Advise and assist staff on their travel entitlements, needed documentation and matters pertaining to travel as per operating administrative instructions and procedures.
- Payment of travel related services procured.
- The incumbent will assist in various administrative tasks as required.


Certificates and/or Licenses

Secretarial desirable
Administrative desirable
Excellent knowledge of spoken and written English and Swedish is essential

Years of Experience
2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.


Application

Submit your application in English, consisting of
1) Personal application letter
2) CV
3) Filled-in Personal History form available at https://www.unhcr.org/recruit/p11new.doc

NOTE: Swedish work permit is required at the time of applying.