| Posting Title: | SENIOR ADMINISTRATIVE ASSISTANT (Human Resources), G7 (Temporary Job Opening) |
| Job Code Title: | SENIOR ADMINISTRATIVE ASSISTANT |
| Department/Office: | United Nations Human Settlements Programme |
| Duty Station: | NAIROBI |
| Posting Period: | 10 August 2023 – 08 September 2023 |
| Job Opening Number: | 23-Administration-UN-HABITAT-214930-J-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 Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. This position is located in Human Resources and Training Unit, Management, Advisory and Compliance Service.
The incumbent of this position reports to the Chief, Human Resources and Training Unit.
Responsibilities
Human Resources Management
•Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
•Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
•Provides advice and answers general queries on classification procedures and processes.
•Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
•Monitors UMOJA staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
•The incumbent will be expected to take lead with the Hiring Offices for quality control of the Central Review Submissions.
•Coordinates and manages in-house training activities and liaise with UNON Staff Development Unit on the UNON provided training activities. Inform staff on training activities available and book staff on training. Maintain updated reports on staff who have attended training.
•Assists in the management of the UN-Habitat JPO programme, including the preparation of cost estimates for submission to donors. Maintain updated reports on JPOs working in UN-Habitat, providing necessary information as requested by the Supervisor and PMO.
General Administration
•Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
•Responds to enquiries and in liaison with UNON as necessary, provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service. duties and responsibilities, and entitlements under the Staff Rules and Regulations.
•Coordinates and provides support to staff members frequently both at Headquarters and in the field on issues with regard to human resources activities.
•Assists in ensuring e-Performance compliance by maintaining updated records and sending reminders to staff on the same.
•Prepares written response to queries concerning HR related matters.
•Provides general office support services: processes drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; sets up and maintains/records (electronic and paper); monitors deadlines, etc.
•Drafts routine correspondence to respond to enquiries in respect to relevant administrative and personnel matters.
•Performs other duties as required.
Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial, and human resources rules and regulations in work situations. 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.
COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Education
- High school diploma or equivalent is required.
Work Experience
- A minimum of ten 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 eight (8) for candidates who possess a first-level university degree or higher.
- Working experience with the UN system or other international organization is required.
- Work experience with PeopleSoft System such as Inspira or similar is required.
- Experience working with the Enterprise Resource Planning (ERP) system, preferably Systems Applications and Products (SAP), is desirable.
- Work experience in report writing is desirable.
- Work experience of one (1) year or more in data analytics or related area is desirable.
Language
- English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
- 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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