Senior Human Resources Assistant

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

1. Organizational Context

a. Organizational Setting

The post is located in the HR Business Support Services Unit, Human Resources Operations Service of the Human Resources Management Department in the Sector of the Director General. The HR Operations Service is a “one-stop” service center designed to provide a full range of administrative services to the business and employees, including, but not limited to: contracts for staff and other categories of employees (fellows, interns, short-term translators, etc.); entrance and exit formalities; benefits and entitlements; absence management; insurance and pension; liaison with Swiss authorities regarding residence permits in Switzerland.

b. Purpose Statement

As a lead worker in the Human Resources Operations Service, the incumbent delivers specialized support in the area of contracts and/or benefits and entitlement, managing both daily operational activities and complex processes with a proactive and solution-oriented approach.

c. Reporting Lines

The incumbent works under the supervision of the HR Operations Manager in the HR Business Support Services Unit.

d. Work Relations

The incumbent maintains regular liaison with internal stakeholders, relevant work units and employees across the Organization, and works in close collaboration with colleagues within the Human Resources Operations Service.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Process contracts and /or a wide range of benefits and entitlement in a timely and accurate manner, ensuring regulatory compliance and consistency of approach across HR operations.

b. Assess and process entitlements and benefits requests, including complex cases; conduct compliance review exercises, assess risk for the Organization, and provide recommendations

c. Manage employee onboarding and separation processes and formalities, ensuring accurate determination of separation entitlements and timely preparation of related payments.

d. Provide guidance and respond to employees’ queries on HR rules, policies, procedures, and self-service processes, promoting a client service culture and leveraging digital solutions for standard requests.

e. Keep up to date with changes to, and work in line with the Staff Regulations and Rules, HR policies, procedures, and risk-management frameworks as they relate to the work of the unit.

f. Coordinate and review the work of junior colleagues, as needed; determine priorities and provide technical guidance in resolving complex cases; Contribute to the identification of learning and development needs.

g. Monitor the efficiency and effectiveness of client service delivery methods, workflows and tools and proactively recommend process improvement to enhance efficiency and client experience.

h. Drive continuous improvement and innovation in HR Operations by optimizing the use of HR systems and digital tools, contributing to system enhancements and promoting automation and user centric solutions.

i. Prepare and analyze HR data and produce statistical reports. Coordinate data collection, cleansing and validation activities as required.

j. Develop and update operational guidelines, standard operating procedures, user guides and other related documents.

3. Requirements

Education (Essential)

Graduate of a secondary, technical or vocational school.

Education (Desirable)

First-level university degree in Business Administration, Human Resources Management, Information Technology, Data Science or a related field.
Certification in people analytics.

Experience (Essential)

At least eight years of relevant work experience in human resources management or a related field.
Experience in the administration of contracts and/or benefits and entitlements in a UN or other international organization.
Experience in leveraging technology to streamline or automate business processes.
Relevant experience in client service delivery within an HR or administrative environment.

Experience (Desirable)

Experience supervising a team of support staff.
Experience in working with large HR data and producing insights to support data-driven service management and informed decision-making.

Language (Essential)

Excellent written and spoken knowledge of English and good knowledge of French.

Language (Desirable)

Knowledge of other UN official languages.

Job Related Competencies (Essential)

Solid understanding of HR policies, principles and concepts and the ability to interpret and apply rules, regulations and procedures.
Client-focused mindset and ability to deliver high quality service; understanding of client needs and ability to foster effective two-way communication, ensuring timely and accurate support.
Demonstrated ability in leveraging technology to optimize and streamline operational processes with confidence and effectiveness.
Proactive and solution oriented. Ability to identify potential issues and propose solutions to problems.
Excellent analytical skills and meticulous attention to detail.
Excellent organizational and time management skills with the ability to work under pressure, manage competing priorities and respect deadlines.
Clear and effective drafting and communication skills, with the ability to translate complex or technical information into accessible messages for non-specialist audiences.
High level of integrity and discretion when handling sensitive and confidential information.
Excellent interpersonal skills and ability to maintain effective partnerships and working relations in a multicultural environment with sensitivity and respect for diversity.
Proficiency in digital tools (Word, Excel, Outlook and PowerPoint), AI enabled applications, and online collaboration platforms. Commitment to continuous learning and the adoption of emerging technologies to enhance service delivery and efficiency.

Job Related Competencies (Desirable)

Sound numerical and quantitative analytical skills, with the ability to interpret and work with large datasets.

4. Organizational Competencies

1. Communicating effectively.

2. Showing team spirit.

3. Demonstrating integrity.

4. Valuing diversity.

5. Producing results.

6. Showing service orientation.

7. Seeing the big picture.

8. Seeking change and innovation.

9. Developing yourself and others.

5. Information

Mobility: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions.

Annual salary (Net of tax): 87,183 CHF

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

Additional Information

* Initial period of one year, renewable, subject to satisfactory performance. No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.

Dependency allowances

7,939 CHF per year for dependent spouse; 6,398 CHF per year for each dependent child.

Language allowance

Arabic, Chinese, English, French, German, Japanese, Korean, Portuguese, Russian and Spanish: 4,788 CHF per year for two of these languages, and 3,192 CHF per year for one of them. The allowance is not payable for the mother tongue or the main working language of the staff member. The grant of this allowance is subject to examination.

General Service posts are generally subject to local recruitment. However, a limited international recruitment package may be applicable.

This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

The Organization reserves the right to make an appointment at a grade lower than that advertised.

___________________________________________________________________

By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.

Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.

Additional background checks may be required.