HR Assistant

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Description

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Organizational Setting

The position is located in the Human Resources Operations Service of the Human Resources Management Department. The Human Resources Operations Service provides a center of excellence for the delivery of efficient services relating to operational HR management within a culture of customer service and continuous business improvement, knowledge sharing and innovation. The Service contributes to the Human Resources Management Department’s ability to support the effective achievement of WIPO’s program results.

Purpose Statement

• The incumbent is responsible for the work of the HR Pension and Insurances Unit, which entails accurate and timely administration of, and provision of advisory services on, the Organization’s pension schemes through the United Nations Joint Staff Pension Fund (UNJSPF) and the WIPO (closed) Pension Fund and insurance policies to staff members, retirees and their dependents.

Reporting Lines

• The incumbent works under the direct supervision of the HR Pension and Insurance Coordinator.

Duties and Responsibilities

The incumbent will perform the following principal duties:

• Responsible and accountable for a variety of duties related to insurance and pension for all categories of WIPO staff and non-staff, managing a range of related administrative actions for the medical insurance, non-professional and professional accident insurance, life insurance, loss-of-earning insurance, insurance for delegates, participants, fellows and interns, the United Nations Joint Staff Fund, the WIPO (Closed) Pension Fund, Pension Fund for conference interpreters and translators (CPIT) as the case may be.
• Assists the HR Pension and Insurance Coordinator/HR Operations Manager to resolve unusual or complex cases.
• Applies and implements the relevant interpretation of the WIPO, the UNJSPF and the WIPO (closed) Pension Fund Regulations and Rules, the insurance contract terms as well as related policies and procedures, ensuring an accurate and uniform application; remains updated with these policies and procedures by reading, analyzing and understanding changes and ensures clients are made aware of changes.
• Provides information to staff members during meetings, by phone and emails on pension and insurance, in a comprehensive and timely and customer-oriented manner and deals with external enquiries as necessary in line with the established procedures; helps in organizing annual lunch of WIPO retirees with the Director General and in registering WIPO staff to the UN retirement seminar.
• Provides induction and exit briefing/debriefing to (new) staff, informing them of pension and insurances conditions (benefit estimates; eligibility), providing practical advice (exit formalities). Drafts correspondence to staff related to HR issues in English or in French (e.g. matters related to professional accidents or illness, insurance premium payments for retirees, pension entry and separation, certificates, etc. On termination of service of a participant of the UNJSPF, calculates and prepares all the separation documents for the UNJSPF; (e.g. Separation Notification, Pension Flowchart).
• Prepares documents relating to the WIPO (closed) Pension Fund; prepare calculations for monthly, quarterly and annual documents for complements/supplements; prepare financial data and statistics for the annual actuarial study, help to produce Board and General Assembly documents.
• Assists in maintaining and updating the information of the Pension and Insurances Intranet page of HRMD.
• Updates IT systems (Peoplesoft) with relevant personal and professional data reviews, maintains confidential personnel information on files (physical and electronic), in a methodical, and complete and accurate manner.
• Provides HR data or statistics; prepares administrative reports using IT tools; and supporting documentation using relevant software (e.g. Excel, Word etc.), register and follow up budgetary matters in relations to HR Operations Service bills into AIMS.
• Other job-related duties as assigned.

Requirements

Education (Essential)

• Completed secondary school education.

Experience (Essential)

• At least eight years of relevant professional experience in human resources management, administration, pension, insurance or related area, of which at least three in the field of pension or staff insurance is required.
• Experience in managing and analyzing large samples of HR, financial and customer data.

Experience (Desirable)

• Relevant experience in a UN or other international organization.

Language (Essential)

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

Source: https://wipo.taleo.net/careersection/wp_1/jobdetail.ftl?job=24392-FT

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