Talent Acquisition Assistant (GS-4)

PRINCIPAL FUNCTIONS

Under the supervision of the Head, Talent Acquisition, the incumbent performs the following duties;

1.  Administratively support the recruitment processes in assigned areas of responsibility in accordance with and following the applicable legal framework of the OPCW and its associated Administrative Directives and current practices, to ensure a professional and smooth recruitment process from beginning to end for candidates, post owners and staff. This includes the following activities:

• Maintain regular contact with post owners and confirm vacancies that need to be recruited to, as established by the HTA in the annual HRB recruitment plan set at the beginning of the year;
• Provide current Job Descriptions (JD’s) or templates to the post owners to enable them to review these or to develop new JD’s for posts to be recruited to;

• Following the completion of the revised or new JD, where significant changes have been made or a new JD drafted, alert the HTA to the fact, to allow them to review these and as necessary send the JD for classification using the external ICSC classifier;
• Obtain signatures on all amended or new JD’s;
• Draw up the Vacancy Notice (VN) following the current HR template and utilizing the text within the JD and ensure it is inclusive and attractive to a diverse audience;
• Through the eRecruitment system, facilitate approval of the Director-General (DG) or Deputy Director-General (DDG) to proceed with the recruitment;
• Advertise the position on the OPCW’s recruitment portal.  If approved, place the VN on external career/job/employment websites, as directed by the HTA who will also be responsible for ensuring the necessary agreements are in place;
• In accordance with the provisions of the relevant AD on Recruitment & Selection and following discussion with the post owner or their representative, propose a Selection Recommendation Panel to HTA and for approval by the DG or DDG as appropriate; 
• Administratively support the Selection Recommendation Panel through the selection, and where required, be the HR representative on the Selection Recommendation Panel;
• Upon closing of the VN, review all applications against the essential criteria as stipulated in the VN/JD and provide the panel with the longlist to be used to shortlist for further consideration in the recruitment process.  This will involve determining if the applicant meets or not the essential criteria on a yes or no basis.  Qualitative assessments will remain with the panel;
• Issue the necessary notification to candidates via the eRecruitment system or other appropriate media regarding the recruitment process including invites to undertake tests, attend an interview etc;
• Arrange for all the assessments used during the selection process such as pre-recorded video interviews, written tests and interviews;  
• Provide advice on basic issues regarding the application of the relevant administrative directives.   Refer complex issues to the HTA;
• On completion of the interviews prepare the necessary documentation for the Selection Recommendation Panel to sign off and to make a recommendation to the DG or DDG;
• Following notification of the decision inform the candidates as appropriate;
• Issue all correspondence using standard templates.

2.  To ensure the completion of necessary Coming on Board process:

• Following the appointment by the DG or DDG obtain all necessary information required in accordance with the coming on board including, references, medical clearance and background investigations;

• Medical clearance, reference checks and security checks of each appointed candidate. Once all checks are completed prepare, in consultation with Staff Administration, the final letter of appointment.  Once accepted formally notify all relevant parties of the start date of the successful candidate, and ensure the future employee is hired in the system of record;
• Refer complex questions regarding Entitlements and Benefits (E&B) to the relevant staff within Staff Administration.

3.  Update the e-Recruitment system for all recruitments and enter basic details on the relevant HR system to facilitate the on boarding of staff;

4. Run standard template reports from the HRB reporting tools to support the completion of recruitment exercises within the OPCW;

5.  If required, provide relevant input to the review of administrative directives;

6. Maintain all necessary files either electronic or in paper format recording the recruitment processes undertaken within the OPCW;

7. The following duties will be undertaken as allocated to separate staff;

• Under the supervision of the HTA administer the necessary parts of the Internship programme of the OPCW from advertising for interns to establishing the needs within the organisation.        Once the process has closed matching the applicants received with the needs of the organisation.  To provide ongoing administrative support and troubleshooting for issues raised during the selection phase.        Managing the completion of the documentary requirements of internships;
• Monitor on a daily basis the incoming mail for the recruitment inbox.  As necessary answer general queries but refer more specific questions and more complex issues, to the HTA;
• Support the SSA recruitment activity in accordance with the relevant AD and information circulars as published;
• Undertake the provision of HR’s response to request for country report input using standard templates and reports.

8. Participate in cross HRB and/or organizational projects as needed, as part of personal development (e.g.      on boarding development, staff development projects/training)

9. Any other duties as deemed appropriate for the post.

RECRUITING PROFILE 

Education (Qualifications):

Essential:

High school diploma or equivalent diploma of higher secondary education.

Desirable:  

Diploma or other relevant education in the field of HR and/or Talent Acquisition.

Experience:  

Essential:  

At least three years of related experience, with one year in the area of talent acquisition and/or recruitment.

Demonstrated experience in a customer-servicing role required.

Desirable:  

Previous work experience within an international organisation would be an asset.

Skills and Abilities (Key competencies)

• Customer-service orientated – a helpful ‘service’ orientation;
• Flexibility and ability to work steadily with several ongoing assignments;
• Work independently following established rules and procedures; cautious, by the book, decision-making is required;
• Detail orientated approach to work;
• Act with tact and discretion;
• Quick thinking and problem-solving skills; 
• Good time-management skills;
• Team focus, flexibility to support colleagues when and where needed;
• Good interpersonal skills and ability to work harmoniously in a diverse environment;
• Computer literacy, including good working knowledge of Windows based word-processing, spreadsheets and databases as well as a working knowledge of, and solid experience with, an ERP or related relevant HR system.

Other Skills:

• Solid relationship building skills;
• Active listening skills; 
• Demonstrable technological adaptability skills;
• Effectively time-management and planning skills.

Language Requirements:

Fluency in English is essential. A good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.