| Posting Title: | HUMAN RESOURCES ASSISTANT (Multiple Positions), G5 |
| Job Code Title: | HUMAN RESOURCES ASSISTANT |
| Department/Office: | United Nations Office at Nairobi |
| Duty Station: | NAIROBI |
| Posting Period: | 25 October 2023 – 23 November 2023 |
| Job Opening Number: | 23-Human Resources-UNON-218843-R-Nairobi (X) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General, supporting the programme implementation of the United Nations Environment Programme (UNEP), Resident Coordinator System (RCS), and the United Nations Human Settlements Programme (UN-Habitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services.
The positions are located in the United Nations Office at Nairobi (UNON), Human Resources Management Service (HRMS), Staff Pay and Benefits Section (SPnB). 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 administered staff:
For more information on UNON, please visit the website www.unon.org.
Responsibilities
Administration of entitlements:
• Reviews, processes and administers end-to-end benefits and entitlements of locally recruited staff members in various duty stations in an efficient and timely manner.
• Advise internal and external clients on benefits and entitlements, Staff Regulations and Staff Rules, and Human Resource guidelines, and promote a collaborative and client-oriented approach.
• Maintains entitlements in Umoja reference tables.
• Assists in the review and processing of data pertaining to conditions of service.
General:
• Drafts a variety of human resources correspondence and other communications.
• Sets up and maintains reference files and records (electronic and paper).
• Schedules appointments and meetings, monitors deadlines, etc.
• Undertakes research on a range of human resource related issues and assists in the preparation of notes and reports.
• Maintains automated database containing human resource related statistics and prepares periodic reports.
• Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.
• Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.).
• May provide guidance/training to less experienced staff.
• Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.
• Documents requirements and background information used for data analysis.
• Performs other related duties as and when required by the Supervisor.
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.
- Supplementary courses or additional training and certification as ERP Human Resources (HR) Partner, is desirable.
- Working knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting, is desirable.
Work Experience
- A minimum of five (5) years of experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
- Experience in the use of Enterprise Resource Planning (ERP) system is desirable.
- Experience in data management and maintenance 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 of French 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.
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