This position is located in the Division of Administration, Human Resources Management Service (HRMS), Bern Card Unit, UNOG. The Human Resources Assistant reports to the Chief of HRMS or the designated official.ResponsibilitiesWithin delegated authority, the Human Resources Assistant will be responsible for the following duties: – Receives and reviews applications for Cartes de legitimation (Bern card) from staff members and their recognized dependents, as well as from temporary staff, consultants and interns, and submits the requests to the Swiss Permanent Mission for issuance. – Is responsible for the cancellation of Cartes de legitimation for staff members who leave the Organization or are transferred or upon expiration of appointment. – Liaises with Officials from the Swiss Mission regarding all changes to a staff member’s situation and prepares, on a regular basis, a list of changes for the Swiss Mission. – Submits requests for renewal of Cartes de legitimation upon extension of contracts to the Swiss Permanent Mission. – Monitors and updates the Carte de legitimation database; creates reports for billing and prepares statistics, as required. – Reviews and updates Information Circulars and Standard Operating Procedures; drafts new circulars for approval of Chief HRMS. – Is responsible for the design and update of the Intranet page on rules and regulations concerning Cartes de legitimation, Permis Ci, etc. – Analyzes and responds to queries from and liaises extensively with the Swiss Mission, Office Cantonal de la Population, Geneva Statistical Office; Police officials; Swiss and French custom officials. – Attends regular meetings with the Host Country Officials such as: Swiss Mission; Office Cantonal de la Population; Geneva Welcome Center, and with UNOG’s Legal Liaison Office. – Advises staff in respect of rights, responsibilities and code of conduct as an UN civil servant holding a Carte de legitimation; provides information, guidance and advice on AVS (assurance-vieillesse et survivants), Permis Ci, conditions for obtention of Swiss nationality and Swiss permits for family members. – Provides induction orientation and briefing to new staff members on issuance of the Carte de legitimation, Permis Ci, residence in Switzerland and France. – Conducts briefings on changes to the process of Cartes de legitimation issuance to staff; participates in the pre-retirement and orientation programmes. – Supervises and provides on-job training to staff of the Unit. – Provides guidance on all issues related to Cartes de legitimation, including on complicated matters, prepares recommendations on complex cases and drafts correspondence for signature of Chief of HRMS. – Performs any other duty, as may be required.CompetenciesProfessionalism: Good knowledge of residential laws in Switzerland and France. Knowledge of UN Staff Rules and Regulations. Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. 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.EducationHigh school diploma or equivalent is required.Job – Specific QualificationNot available.Work ExperienceAt least seven (7) years of progressively responsible experience in administration, human resources or staff welfare or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. At least three (3) years of experience in human resources or administrative functions within the United Nations Common System or similar international organization is desirable. Experience in preparing and delivering presentations to diverse audience is desirable. Experience in using HR databases and data analysis or related is desirable. Experience communicating with host country authorities is desirable. Experience in drafting official documents and reports in English and French is desirable.LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required.AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special NoticeThis 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. 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.United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS› BANK ACCOUNTS.