Human Resources Assistant

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Description

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Organizational Background

The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.

Organizational Setting

• This position is located in the Human Resources Section (HRS), Office of the Executive Secretary (OES). 

Reporting Lines

Under the supervision of the Director, Human Resources Services, to: 

Duties and Responsibilities

• Provide substantive admnistrative support to the Director, by ensuring smooth administration of the Office of the Director and HRS by coordinating multiple activities and work processes to guarantee timely and accurate execution of decisions; act as the liaison between the Office of the Director and other HRS Units; provide diligent support in terms of screening, sorting, reviewing and distributing incoming communications to the Director and taking appropriate action while tracking pending matters to ensure deadlines are met;
• Maintain and update the online HRS document management system, including confidential records. Support the development and implementation of new filing procedures and protocols as necessary.  Log and track issues online using JIRA, and contribute to efforts to modernize human resources processes through the use of collaborative tools and enterprise resource planning modules;
• Prepare and compile statistical reports related to personnel status including the maintenance of the staffing table and managing monthly issuances. Assist in drafting responses to inquiries from Missions and support to the HRS Management team in budget and procurement-related tasks, including coordinating follow up actions related to audit recommendations;
• Keep track of the Director’s daily schedule, ensuring that they are provided with relevant background information pertaining to meetings. Assist in the preparation of agendas, take minutes during meetings, and compile follow-up action lists;  
• Contribute to the smooth operation of HRS by supporting meeting scheduling, taking minutes, preparing travel authorizations, maintaining the repository of HRS personnel trip reports, and managing time and attendance records for HRS staff; 
• Undertake research and obtain background information on various HR related matters and assist in the preparation of notes/reports to facilitate informed decision-making; support the Director in monitoring budget implementation; manage office supplies;
• Assist in the preparation of HR-related surveys, liaise with the external service providers to solve technical issues, prepare and present associated statistics and data analysis in terms of survey completion rates;
• Serve as the Secretary of the Post Management Advisory Committee (PMAC).  Work closely with the Senior HR Policy and Coordination Officer to ensure the efficient operation of the PMAC and maintain careful oversight of the post table;
• Assist in the coordination and implementation of special HR initiatives/projects, such as diversity and inclusion efforts and process improvement campaigns, ensuring alignment with organizational goals;
• Perform other duties as assigned. 

Education

Completed secondary education or equivalent, and appropriate additional office training in human resources, business administration, or a related field.

Work Experience and Qualifications

• At least five (5) years of relevant working experience in administrative or human resources roles, preferably part of which should have been in an international environment;  
• Proficiency in the use of Microsoft Office suite including Word, Excel, Access, PowerPoint, Outlook, MS Teams, SharePoint and other standard computer applications is essential; Familiarity with JIRA ticketing system and Enterprise Resource Planning System (e.g. SAP) is highly desirable;
• Ability to input information and accurately execute simple queries from databases; and the ability to follow written procedures;
• Ability to draft official documents and technical meeting notes in a clear and succinct manner is highly desirable; 
• Excellent communication and interpersonal skills, with the ability to work effectively in a multicultural team; 
• Ability to maintain extreme discretion across a range of sensitive personnel and other matters is essential;
• Strong organizational skills with attention to detail and the ability to manage multiple tasks and competing priorities and deadlines. 

Languages

• Excellent written and oral communication skills in English are essential. Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian and Spanish) is desirable. 

Source: https://career2.successfactors.eu/career?career_ns=job_listing&company=ctbtoprepa&career_job_req_id=2102

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