Senior Human Resources Assistant

OVERVIEW

Post Number:1CAUIS0101PA

Grade:G-6

Parent Sector:Institute for Statistics (UIS)

Duty Station:Montreal

Job Family:Human Resources

Type of contract:Project Appointment

Duration of contract:1 year

Recruitment open to:Internal and external candidates

Application Deadline (Midnight Paris Time):28/02/2026

UNESCO Core Values: Commitment to the Organization Integrity Respect for Diversity Professionalism

Duration of contract: initially one (1) year with possibility of extension subject to availability of funds and satisfactory performance.

OVERVIEW OF THE FUNCTIONS OF THE POST

Organizational Context

UNESCO Institute for Statistics (UIS) is UNESCOs statistical office and the official source of internationally comparable data on education science culture and communication. It is the custodian of SDG 4 indicators SDG Target 9.5 and SDG Indicator 11.4.1 supporting countries in meeting global education goals.

UISs work focuses on three pillars: developing international standards and methodologies strengthening national statistical capacity through partnerships and producing and disseminating data as a global public good. It leads methodological work on learning outcomes hosts the Technical Cooperation Group on SDG 4 indicators and collaborates with partners such as UNICEF World Bank OECD and the Global Education Monitoring Report.

UIS provides quarterly updates for all SDG 4 indicators maintains the Global Education Observatory (GEO) and ensures its HR services remain effective compliant and aligned with UNESCO and UN system standards.

Position Summary
Under the overall authority of the Director of the UNESCO Institute for Statistics and the direct supervision of the Human Resources Officer with a functional reporting line to the Senior Finance and Administrative Officer the Senior Human Resources Assistant provides comprehensive HR operational and advisory support to ensure the effective delivery of human resources services across the Institute.

The incumbent contributes to the implementation of HR policies procedures and practices supporting recruitment onboarding and offboarding staff development performance management HR administration entitlements and HR data management. The position plays a key role in ensuring efficient timely and compliant HR operations while fostering a positive and collaborative work environment aligned with UNESCOs values.

Long Description

Duties and Responsibilities
The Senior Human Resources Assistant performs a full range of HR functions across the employee lifecycle including the following:

A. Recruitment and Staffing

• Provide advice guidance and clearance to UIS sections in the preparation of job descriptions (JDs) terms of reference (TORs) and vacancy notices (VNs) ensuring coherence and compliance with UNESCO HR rules and policies.
• Prepare and post vacancy announcements; screen and evaluate applications; administer written tests and assessments.
• Organize and participate in interview panels; draft interview panel reports and manage selection documentation.
• Support offer management reference checks statements of emoluments and responses to candidate inquiries.
• Maintain recruitment files and candidate records in HR databases.

B. HR Administration and Entitlements

• Manage HR transactions including contract renewals extensions separations promotions within-grade salary increments and performance evaluation processes.
• Develop plans and timetables for contract reviews renewals and terminations ensuring timely notice to staff.
• Administer employee benefits and entitlements in accordance with UNESCO rules and procedures.
• Maintain personnel records and ensure the integrity of ERP systems.

C. HR Advisory and Client Support

• Respond to enquiries and provide guidance to managers and staff on HR policies procedures conditions of service duties and responsibilities and entitlements.
• Handle non-routine and non-complex cases by conducting research and analysis and drafting related correspondence for supervisor review and signature.

D. Onboarding and Offboarding

• Manage onboarding and offboarding processes including orientation on HR procedures entitlements and administrative requirements to facilitate smooth integration and separation of staff.
• Coordinate clearances and contract closure actions for departing personnel.

Long Description

E. Leave Management

• Monitor and follow up on UNESCOs Online Leave Management System (TULIP) records in coordination with staff supervisors Medical Service and HRM.
• Ensure accurate validation of leave actions and provide guidance on appropriate use of the system and related entitlements.

F. HR Data Management Reporting and Analysis

• Collect analyze and maintain HR data statistics and background information.
• Monitor and verify post management records; maintain organizational charts and staffing tables.
• Prepare regular and ad hoc HR reports trends and analytics to support HR planning and management decision-making.

G. Process Improvement and Policy Development

• Support the development and revision of HR procedures workflows and best practices.
• Participate in HR projects and contribute to HR modernization and improvement initiatives.

H. Other Duties

• Draft proofread and finalize HR correspondence and documentation.
• Perform any additional duties as necessary to support UISs mandate and ensure the effectiveness of the HR team.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education and Training

• Completed secondary technical or vocational school education.

Work Experience

• At least eight (8) years of progressively responsible professional experience in human resources management administration business administration public administration or a closely related field.
• Demonstrated experience in recruitment and staffing processes.
• Experience administering employee benefits and entitlements.

Technical Skills and Competencies

• Excellent drafting documentation and analytical skills with strong attention to detail.
• High level of discretion confidentiality and professionalism.
• Strong problem-solving skills sound judgment and ability to interpret HR rules.
• Ability to deliver timely high-quality service in a fast-paced environment.
  Ability to work effectively in a multicultural environment and build productive working relationships.
  Proficiency in MS Office applications (Word Excel PowerPoint).

Language Requirements

• Excellent knowledge of either English or French (written and spoken) and good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Education and Training

• Advanced coursework certification or training in human resources management public administration finance or administration.

Work Experience

• Proficiency with ERP systems is highly desirable.
• Experience working in an international multilateral or UN system environment.
• Experience applying UN or similar international organization human resources rules regulations and procedures.
• Experience supporting organizational change management or reorganization efforts.
• Experience applying financial rules and procedures in an international organization.
• Experience processing consultant and individual contractor appointments.
• Experience preparing complex HR reports analytics and dashboards.

Skills and Competencies

• In-depth knowledge of UNESCOs personnel rules practices and protocols.

Language Skills

• Knowledge of one or more additional official UNESCO languages (Arabic Chinese Russian or Spanish).

BENEFITS AND ENTITLEMENTS

UNESCOs salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave family allowance medical insurance pension plan etc.

The approximate annual starting salary for this position is 55741 CAD.

For full information on benefits and entitlements please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

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