Human Resources Assistant (GS4)
About UN University (UNU)
The United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. UNU engages in policy-relevant research, capacity development, and knowledge dissemination in furtherance of the purposes and principles of the United Nations. The work of UNU contributes to solving pressing global problems that are the concern of the United Nations and its Member States.
For the past five decades, UNU has been a source of impartial research on sustainability, human security, and economic development. With hundreds of researchers working at institutes in 12 countries, UNU's expertise spans the full breadth of the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU collaborates closely with other UN entities and leading research institutions across the globe. For more information, please visit http://unu.edu
About Institute (UNU-VIE)
The United Nations University Vice-Rectorate in Europe (UNU-VIE), established in 2007 in Bonn, Germany, is one of two UNU Vice-Rectorates and the only one located in Europe. It supports the institutional development of UNU, facilitates collaboration across UNU and the UN, as well as fosters strategic partnerships - particularly with the Global South - and shares knowledge and expertise through the development of joint activities and projects. In addition, UNU-VIE conducts frontier research reinforcing existing UNU programming and supporting the implementation of key UN priorities. More information about UNU-VIE can be found here: https://unu.edu/vie.
Responsibilities
Under the authority of the Vice-Rector/Director of UNU-EHS and the overall guidance of Head of Finance and Administration and the direct supervision of the HR Focal Point, the HR Assistant ensures execution of transparent and efficient HR services at UNU-VIE and UNU-EHS. The HR Assistant also promotes a collaborative, client-oriented approach in resolving various HR-related issues and information exchange.
1. Provides support to the administration and implementation of HR strategies and policies, adapts processes and procedures focusing on achievement of the following results:
Provides support in monitoring that human resources activities are carried out in line with the UNU Personnel Policy, the UN Staff Regulations and Rules, and UNU HR policies and procedures.
Assists in reviewing HR processes and supports the implementation of improvements to ensure efficiency and consistency in HR operations.
Provides routine guidance and assistance to staff and supervisors on the application of HR rules, policies, procedures, and staff entitlements.
2. ProvidesHR administrative services in the field of recruitment, onboarding, benefits, and entitlements focusing on achievement of the following results:
Assists in providing guidance on the interpretation and application of human resources policies, rules, and regulations related to recruitment and staffing.
Supports the organization of recruitment activities, including but not limited to, participation as ex-officio in interview panels, note taker, recruitment report preparation, facilitating the approval of vacancy announcements, and candidate background checks.
Conducts onboarding briefings and separation processes.
Supports the monitoring and use of the absence management module and leave-related queries.
3. Supports personnel in performance management, knowledge building and knowledge sharing at the Institute focusing on the following results:
Assists in providing guidance on the performance management process (PAR).
Assists in the preparation, coordination, and delivery of training and briefing sessions on human resources topics.
Serves as the HR focal point for matters related to LinkedIn training.
Maintains assigned human resources information and knowledge products on SharePoint.
4. Supports contract management focusing on the following results:
Prepares contract offers, determines step levels and processes extension requests in consultation with hiring managers for Personnel Service Agreements (PSA) and as required for fixed-term appointments (FTA).
Assists in compiling necessary documentation for PSA promotion requests and coordinating with division heads to ensure timely submission.
Responds to basic personnel contract queries.
Supports with receipt creation, requisitions, purchase order (PO) modifications and consultant contract (CTC) invoices.
5. ProvidesotherHuman Resources services focusing on the followings:
Assists in providing information and guidance to personnel on UNU health insurance coverage for Fixed-Term Appointments (FTA), Personnel Service Agreements (PSA)
Prepares employment-related certificates and attestations upon request by personnel.
Serves as a backup for other HR team members and supports team during peak periods.
Prepares protocol and immigration-related documentation in liaison with relevant German authorities.
Maintains and updates various personnel lists, badge requests, institute Organigram for reporting and administrative purposes.
Maintains communications with HR team HQ at KL to handle daily requests and attends online meetings.
6. Performs other duties as assigned by supervisor
Key performance indicators
Timely and quality development and implementation of UNU HR policies and processes.
Timely and quality delivery of HR transactions, activities and documentation.
Quality and level of engagement with internal and external clients.
UNU is seen as a reliable and trustworthy partner by research partners, governments, donors, and civil society.
Competencies
Values:
Inclusion — take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity
Integrity — act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards
Humility — demonstrate self-awareness and willingness to learn from others
Humanity — act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet
Behaviours:
Connect and collaborate — build positive relationships with others to advance the work of the United Nations and work coherently as One UN
Analyse and plan — seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action
Deliver results with positive impact — hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves
Learn and develop — pursue own learning and development and contribute to the learning and development of others
Adapt and innovate — demonstrate flexibility, agility and the ability to think and act in novel ways
1) Education and certification
Bachelor’s degree or equivalent in human resources management, business administration, or another relevant field
2) Required skills and experience
At least two (2) years of progressively responsible experience in human resources or business administration, some of which preferably in an international setting.
Experience with using ERP system and MS office applications.
Other Desirable Skills: Initiative driven, team player with good interpersonal skills, demonstrated ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Knowledge of UN HR policies and their application in the employment life cycle is desirable.
Strong analytical skills, meticulous attention to detail and process orientation.
Proven organizational skills and ability to take initiative, prioritize and deliver results in a fast-paced work environment.
UN working experience is desirable.
3) Language Requirements
Fluency in English is required
Fluency in German is desired
Knowledge of another UN official working language is an asset.
Remuneration
UNU offers an attractive, tax exempt compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), 30 days annual leave, dependency benefits, pension plan and health insurance scheme. For more information please see: https://careers.un.org/lbw/home.aspx?viewtype=SAL
Duration of contract
This is a full-time, fixed-term appointment. The initial appointment will be for one (1) year with the possibility of renewal on a fixed-term appointment basis, subject to satisfactory work performance.
For academic positions, the combined duration of fixed-term appointments with UNU may not exceed six (6) years. The mandatory age of retirement for United Nations staff is 65 years.
Expected start date
Immediate
How to Apply
To apply to UNU, you will not need an account. Instead, we ask that you:
Fill out the UNU P11 Form (please avoid using similar forms provided by other United Nations organisations);
provide a motivation statement (in the P11 form);
provide a cover letter setting out how the qualifications and experience match the requirements of the position;
answer a few questions that are tailored to the position;
apply via the apply link;
You may wish to refer to the UN Values and Behaviours Framework for more information.
Application Deadline
25 June 2025
Submissions must be received by 23:59, CET on the deadline; late entries will not be accepted.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks and references.
Special notice
Staff members of the United Nations University are international civil servants subject to the Rector's authority. They may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised.
UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organisation. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply.
UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
If you have supervisory function, you need to have awareness on gender related issues.
Information about UNU rosters
UNU reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNU.
Scam warning
UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
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