VN-US-10-2026-072 - Human Resources and Data Associate

Introduction

This position is open to "Internal, Separated Staff, and External Applicants”

Job Identification (Reference Number): VN-US10-2026-072
Position Title: Human Resources and Data Associate
Duty Station City: Washington D.C. 
Duty Station Country: United States of America 
Grade & Salary: G5 (USD 6,714.58 Monthly)
Contract Type: One-Year Fixed Term
Vacancy Type: Vacancy Notice 
Initial duration: 12 months 

Under the direct supervision of the National Human Resources Officer, the incumbent provides HR operational, data, systems, reporting, and administrative support to the Human Resources Unit in Washington, D.C. The position contributes to accurate and timely HR service delivery across recruitment, onboarding, personnel administration, time and attendance, payroll, benefits, performance management, separation, insurance, official documentation, and other locally administered processes.

The incumbent also supports the Unit's use of workforce data, Microsoft Excel, Power BI, approved automation tools, and approved artificial intelligence tools to support reporting, internal controls, knowledge management, and operational efficiency. Given changing office priorities and staffing levels, the incumbent is expected to work flexibly across HR and related administrative workstreams and to provide temporary coverage or surge support as assigned.
 

Responsibilities and Accountabilities

1. Assist in coordinating recruitment processes, including guiding hiring managers on the preparation of Terms of Reference; drafting and posting Vacancy Notices and Special Vacancy Notices; screening applications; supporting shortlisting; drafting interview protocols; preparing and administering written tests; participating in interview panels as assigned; preparing Candidates Assessment Forms; conducting reference checks; preparing job offers; and administering recruitment correspondence and records.

2. Support the implementation of assigned pre-employment and onboarding activities, including preparing Entry on Duty documentation; collecting and validating supporting documents; supporting the processing of medical examinations and clearances; facilitating enrolment in applicable insurance and retirement plans; arranging induction, security briefings, and related orientation activities; and maintaining complete onboarding records.

3. Perform assigned roles in WAVE and other authorized HR systems, maintaining data consistency, accuracy, and completeness; enter and maintain approved personnel data; verify eligibility for allowances and benefits; monitor contractual status and entitlements; and initiate contract extensions, personnel actions, reports, and related documentation in a timely manner.

4. Perform assigned timekeeping functions in PRISM/Oracle; monitor, update, and reconcile leave records and quotas based on approved supporting documentation; generate leave reports; respond to routine questions; provide information to staff on applicable request and approval procedures; and escalate complex cases.

5. Support a range of personnel actions, including classification and reclassification, promotions, transfers, separations, performance or conduct-related documentation, and other employment actions, supporting coordination with the Regional Office, Administrative Centres, Headquarters, and other relevant counterparts as required.

6. Support the preparation, validation, and processing of payroll in accordance with established schedules and controls. Enter authorized payroll elements, including entitlements, advances, loans, variable elements, step increases, salary changes, and deductions in WAVE, Paychex, or other authorized systems; issue and reconcile payroll reports; identify discrepancies; maintain supporting documentation and audit trails; and follow up with the appropriate helpdesks on system or processing issues.

7. Maintain and update HR operational trackers, databases, and reporting tools covering recruitment, contracts, payroll actions, leave, onboarding, performance management, separations, benefits, insurance, visas, consultants, and other assigned workstreams. Apply established data definitions, validation rules, access controls, and document-retention requirements.

8. Support the preparation and maintenance of  interactive dashboards and recurring management reports using Microsoft Power BI, advanced Microsoft Excel, and other approved reporting tools. Consolidate information from authorized sources; clean, validate, and analyze data; identify data inconsistencies; an