Human Resources Assistant, G6

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Contract type: Fixed Term

Country: Kenya

November 19, 2023

Org. Setting and Reporting

This position is located in the Human Resources Section (HRS), Executive Office, Office for the Coordination of Humanitarian Affairs (OCHA) in Nairobi, Kenya. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention, and facilitate sustainable solutions.

This position reports to the Human Resources Officer.

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties:

Recruitment and placement

• Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities for satisfactory medical clearance, travel arrangements and visa requests, calculating salaries and related benefits, and preparing and dispatching offers of appointment and statement of emoluments through INSPIRA as well as offline.
• Coordinates the release/reporting of selected candidates by liaising with offices from Geneva and other United Nations duty stations, preparing release requests
• Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
• Reviews and processes personnel actions through Umoja.
• Coordinates with counterparts on separation of staff members and initiates e-Clearances and related actions; processes separation and related entitlements; calculates estimates of termination indemnities and related entitlements for staff members separating on termination.
• Advises staff on visa matters.

Administration of entitlements

• Reviews and processes requests for entitlements and claims including dependency allowance, education grant and mobility and related allowances.
• Maintains Umoja entitlements reference tables.

Staff development and career support training

• Assists in the organization and conducts of training courses and workshops.
• Provides information on training opportunities to Administrative Assistants and counterparts in client department whenever needed.

General

• Conducts exit interviews for separating staff and assists him/her in final arrangements.
• Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
• Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in Umoja, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
• Prepares written response to queries concerning HR related matters.
• Trains and provides supervision to new and lower-level staff in the unit.
• Performs other duties as required.

Competencies

• PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• 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

High school diploma or equivalent is required.

Work Experience

At least seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.

At least three (3) years of experience in human resources functions within the United Nations Common System or similar international organization is required.

Experience with online recruitment systems and ERP systems (such as Inspira or Umoja or similar) is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

Assessment

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

Special Notice

This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. The contract will be administered by United Nations Development Programme (UNDP) on behalf of OCHA.

Appointment against this post is on a local basis.

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.

An impeccable record for integrity and professional ethical standards is essential.

Candidates for the General Service category shall be of the nationality of the country where this position is located (limited to Kenyan nationals).

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.

Job City: Nairobi

Website: https://ngojobsinafrica.com/job/human-resources-assistant-g6/