Human Resources Assistant Vacancy-Job Ref: EJATUN/1905/2025812

Human Resources Assistant Vacancy-Job Ref: EJATUN/1905/2025812

Vienna (Austria)

Job Description
Org. Setting and Reporting
This position is located in the Social Security Team (SST) within the Operational and Advisory Support Unit (OASU), Human Resources Management Service (HRMS), Division for Management (DM), United Nations Office at Vienna (UNOV) and United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the SST Team Lead and the overall guidance of the Chief of Unit, OASU.

The Social Security Team leads the operational and advisory support for the entire spectrum of social security services within HRMS, including administrative support and expert advice in the area of Pension Fund related benefits and options, health and life insurance related benefits and options for both active and retired staff, compensation claims and health insurance related assistance for medical evacuation.

Responsibilities
Within assigned authority, the incumbent will perform the following specific duties: • Provide administrative services to active and former (retired) staff members with regard to their participation in the United Nations Joint Staff Pension Fund (UNJSPF) and liaise with the UNJSPF Offices.

• Provide administrative services to active and former (retired) staff members in the area of health and life insurance and liaise with the different providers, i.e. Allianz Care, OEGK (“Österreichischen Gesundheitskasse”- Austrian national health insurance), CIGNA (UN Worldwide Plan and MIP for staff members in UNODC field locations), Hartford Life Insurance, as well as with counterparts at the Health and Life Insurance Section in New York.

• Brief and respond to enquiries of staff and retirees regarding their pensions, related benefits and options and assist staff in completing forms for designation of beneficiary, restoration and validation of non-contributory service. • Explain medical and life insurance plans to new staff members, assist with required enrolment forms, advise on procedures in case of hospitalization, maintain data base for participants, record insurance applications in the applicable UN electronic data system (Umoja) and administer temporary disability cases.

• Assist SST Team Lead with confidential inquiries and expert guidance on pension related benefits in connection with (planned) separation from service. • Assist SST Team Lead with the full spectrum of advisory and administrative services in connection with separations from service and on (early/deferred) retirement. • Provide insurance related assistance and support in connection with medical evacuation exercises. • Assist SST Team Lead with the administrative process in relation to all social security aspects in cases of death.

• Liaise with medical providers on individual medical issues/cases requiring intervention and a mediated approach. • Assist in preparing correspondence, official circulars, special messages and certificates, and update general information material. • Maintain automated database containing social security related statistics, prepare periodic reports, and maintain individual insurance files.

• Undertake continuous data reporting in Umoja and insurance provider automated systems to ensure consolidation of records. • 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 back-up functions and other work-related duties as required.

Competencies
• Professionalism – Has some knowledge of the Organization’s human resources policies, procedures and practices. Demonstrates use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. Has the ability to perform analysis, modelling 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

• 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.

• Client orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent is required.

Work Experience
Five years of experience in human resources management, administrative services, office support or related area is required. The minimum years of experience is reduced to three for candidates who possess a first level university degree or higher.

Experience in staff administration is desirable. Experience in working with the United Nations system and/or similar international organization is desirable. Experience with ERP (such as SAP) is desirable. Experience in data analytics or related area is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English, i.e. oral and written proficiency is required. Knowledge of another official United Nations language is an advantage. Fluency of German is required.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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