This position is within the United Nations Support Office in Somalia (UNSOS) and is based in Nairobi. The Human Resources Assistant will report to the Head of the Staff Selection Unit.
Responsibilities
Within limits of delegated authority, the Human Resources Assistant FS-5 will carry out the following duties:
Recruitment and Staff Selection
• Reviews job openings in consultation with hiring managers, ensuring that the evaluation criteria and responsibilities are in line with the approved or classified documents.
• Assists with forecasting and identifying vacancies, preparing job openings, reviewing and screening of candidates.
• Assists in conducting preliminary reviews, prepares and submits recruitment cases to (Field) Central Review Bodies.
• Participates in the selection of candidates, including conducting roster searches for applicants and identifying short-lists of candidates, evaluating and screening applications, generating personal history profiles of candidates, facilitating the interview process and acting as ex-officio.
• Assists in the filling of posts for all categories, including completion of pre-recruitment formalities and initiating Offer Management in Inspira as well as best practices review in ERP and following up with the Regional Service Centre Entebbe (RSCE).
• Maintains job opening files, ensuring closure of job openings in Human Resources Information Systems (HRIS) such as Inspira, upon completion
of selection.
• Prepares recruitment status reports for use by management.
Administration of entitlements and benefits
• Supervises and monitors the work of Human Resources Assistants at the lower level in carrying out all human resources transactions including but not limited to approving
personnel actions in HRIS (such as Enterprise Report Systems [ERP]) and related HR transactions and maintenance of staffing tables.
• Receives and reviews grievances and complaints related to entitlements and benefits, assessing and evaluating the merit of each case and making recommendations for
resolution;
• Reviews and processes entitlements and benefits related actions, making appropriate recommendations where exception is required.
• Provides advice to staff as first point of contact regarding interpretation and application of policies, regulations and rules concerning conditions of service,
entitlements and benefits.
• Administers and provides advice on salaries and related benefits and travel entitlements.
• Determines benefits and entitlements for staff on the basis of contractual status in line with Staff Rules and Regulations, preparing justifications for exceptions for review by the Chief Human Resources Officer before submission to the Headquarters;
• Inducts newly recruited staff members by briefing them on administrative formalities, conditions of service, entitlements and benefits.
• Approves personnel related actions in HRIS (ERP known as Umoja in the United Nations) within authority delegated to the mission;
• Assists in resolving complex HR related issues and problems by conducting necessary research and fact finding, and preparing drafts and related documentation for review by the Supervisor.
Performance Management and Staff Development
• Provides support in advising managers and staff on performance management to ensure effectiveness, compliance and equity.
• Ensures compliance with the performance management system, including inputs to the Joint Monitoring Group and Rebuttal Panels in which he or she serves as ex officio member.
• Reviews complaints or grievances from staff on performance related matters and initiates actions to resolve them.
• Prepares monitoring reports on staff development and career support programmes.
• Assist in the development and tracking of career development programmes in liaison with the mission training focal points and the Career Development Unit in the Department of Operational Support (DOS), UNHQ.
Planning and Budget
• Supports the mission planning process throughout the mission life cycle by preparing documentation and data as well as initial reviews on staffing requirements and organizational structure.
• Assists with reviewing recommendations resulting from staffing reviews and providing data that would translate them into staffing requirements for purpose of budget preparation.
• Supports review of budget drafts of mission’s sections and ensures that data and actions asked for in the guidelines on budget reviews are provided by HR assistants and mission sections for review and reflection in the budget draft.
• Provides assistance and recommendations to the mission’s sections on job classification procedures and the preparation of classification documentation including Job Descriptions and org charts.
• Ensures that management of posts is conducted in line with established standard procedures, and processes related transactions such as fund commitment in the HRIS to meet any shortfalls.
• Advises managers on loaning of posts between sections and movement of posts and staff between locations based on the Standard Operating Procedures, Staffing table and Post Management.
• Updates staffing tables in HRIS systems in line with the authorized staffing table provided by DOS, UNHQ.
Others
• Researches on matters related to the administration of justice and provides inputs and
information for formulation of mission response to applications of staff to MEU or UNDT.
• Updates HRIS and initiates required transactions in the system.
• Analyzes incoming correspondence, and drafts memorandum and faxes related to HR matters.
• Prepares monthly reports on staffing compliments and post incumbency.
• Assists in preparing policy papers, position papers and briefing notes on issues related to human resources management matters.
• Keeps abreast of developments in various areas of human resources.
• Performs other duties as may be assigned.
Competencies
Competencies:
PROFESSIONALISM: Shows pride in work an 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.
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