human resources assistant

3 weeks ago

Nairobi, Nairobi Area, Kenya Organization for Security and Co-operation in Europe (OSCE) Full time
JOB DESCRIPTION

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya.

UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference, and information services ).

This positon is located in the United Nations Office at Nairobi (UNON), Human Resources Management Service (HRMS), Staff Benefits and Entitlements Section (SBE).

Within delegated authority, the Human Resources Assistants report to a Human Resources Officer.

The incumbents will be responsible for a combination of the following activities and related transactions in the Enterprise Resource Planning (ERP) System, for locally recruited staff:

Responsibilities
Administration of contracts and staff movements for locally recruited staff.

– Carries out on-boarding processes of selected candidates, processes personnel action (PA), issues Letter of Appointments, monitors contract expiration dates and processes requests and actions contract extension.

– Processes temporary and permanent staff movements and related administrative actions, including those related to interagency agreements. – Processes off boarding and related separation personnel actions. Administration of benefits and entitlement for locally recruited staff. – Reviews reports and records and processes staff benefit and entitlements. – Maintains personal status of staff members and administers/monitors entitlements related to dependents. – Reviews and approves time and attendance requests, including parental leave, sick leave, special leave etc. – Reviews and prepares submission of documentation related to health/life insurance and Joint Staff Pension fund. Client assistance and guidance. – Conducts induction briefing for a newly appointed staff member on benefits and entitlements. – Conducts exit interview for separating staff on the separation process, as well as benefits and entitlements. – Advise clients on the eligibility of benefits and entitlements within the conditions of their employment. General – Monitors implementation and compliance with existing regulations through review of personnel actions.

– Assists with the collection and analysis of data, as well as its presentations for knowledge sharing and decision making.

– Participate in special human resources projects and ad hoc clean-up exercises, as needed. – Other functions as required related to staff administration.

Competencies

PROFESSIONALISM:
Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting; demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps; the ability to perform analysis, modeling and interpretation of data in support of decision-making; shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work

PLANNING & ORGANIZING:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently

CLIENT ORIENTATION:

Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
Completion of high school diploma or equivalent is required.

Job – Specific Qualification
Not available.

Work Experience
A minimum of five (5) years of experience in human resources management, administrative services or related area is required. The minimum year of relevant experience is reduced by two (2) years for candidates with a first-level University degree. Three (3) years or more of experience in administering staff benefits and entitlement experience is desirable. Working experience in Enterprise Resources Planning (ERP) system, such as Umoja and SAP is desirable. Work experience of one (1) year or more in data analytics or related area is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Working knowledge in French is desirable. Working knowledge of another official UN languages is desirable.

NOTE:
"fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice
This is a Temporary Job Opening.

Appointment against this position is for a duration of three (3) months, a limited duration and does not carry any expectancy, legal or otherwise, of renewal.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules.

All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country.

A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her.

In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date.

This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.

On-line applications will be acknowledged where an email address has been provided.

If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.

In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c).

Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.

This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening.

No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.

Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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