The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Human Resources Management Service (HRMS) within the Division of Administrative Services of the United Nations Office at Nairobi and reports directly to the Chief, Staff Pay and Benefits Section. Within delegated authority, the Human Resources Assistant will report to the Human Resources Officer or Cluster Lead and will perform the duties listed below:
Responsibilities
1. Takes over from the Talent Management Centre and completes onboarding process of selected candidate, processes personnel action (PA) for the candidate, prepares Letter of Appointment for signatures and conducts new staff member induction; monitors contract expiration dates and processes requests for contract extension; conducts eligibility review of staff for contract conversion and prepares list of eligible staff for submission to OHRM.
2. Processes temporary and permanent movements and its related administrative actions (temporary assignments, temporary grade/promotion; special post allowance (SPA), settling-in-grant, relocation grant, mobility, etc.); initiates and processes separation (Separation PA and Separation Payment personnel actions; repatriation grant, etc.) and hands over to Pay-cluster colleagues for final payments, UNJSPF/ASHI related actions, as applicable. Reviews and prepares submission of cases to the Pension Board for disability cases. Reviews and prepares administrative details for staff moving on Interagency agreement basis.
3. Advises staff on UN entitlements and benefits; determines entitlements for staff based on contractual status; reviews and processes submissions for education grant advances and claims; monitors planned education grant recoveries and takes appropriate action; takes necessary action to maintain family status of staff members and administers respective entitlements by processing required personnel actions in Umoja. Monitors payment of dependency allowances and takes necessary actions to keep them up-to-date; reviews and approves rental subsidy and rental deductions; monitors rental subsidy applications and conducts audit on randomly selected cases.
4. Reviews requests for change of personal status and takes necessary actions; reviews eligibility and processes language incentives; reviews eligibility and approves HR and Entitlement Travel; reviews Annual Declaration submissions and ensures full compliance by staff under their responsibility.
5. Reviews and approves maternity leave requests and takes necessary actions; establishes paternity leave quota; certifies sick leave up to 20 days, and monitors sick leave entitlements; reviews and approves requests for special leave without pay (SLWOP); reviews and processes other types of special leave; approves/rejects staff members’ requests for Rest and Recuperation (R&R); and administers danger pay; follows up with respective Time Administrators to monitor attendance records as required; liaises with Joint Medical Services and client offices to reconcile sick leave records.
6. Processes Letter of Appointment and Personnel Actions (Onboarding, Movement, Separation) for Conference Language staff serving on When Actually Employed basis, records and monitors positive time recording, the payroll withhold report and liaises with other offices, as required.
7. Monitors implementation and compliance with existing regulations through review of personnel actions processed in Umoja; monitors Umoja ECC reports and staffing tables for a variety of human resources activities, e.g. appointments, retirement, expiration of appointments, temporary and permanent movements, special post allowances, secondments and loans, expiration of appointments, retirements and other separations from service, including disability and death cases; advises staff members regarding conditions of service and entitlements. Refers complex cases to the Operational Support Desk (OSD).
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.
• 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.
• 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
Completion of secondary education or equivalent is required. Additional technical training in the field of administration and human resources management is required. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.”
Work Experience
A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required.
Experience in the application of Rules and Regulations in an international/NGO operational environment is required.
Experience in administering a broad range of personnel actions, entitlements and benefits using ERP systems is desirable.
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 an advantage.
Assessment
Evaluation of qualified candidates for this position may include a substantive assessment, which will be followed by a competency-based interview.
Special Notice
Appointment against this post is on a local basis and is open for an initial period of one year and may be subject to extension. 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.
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.
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. 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.
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