AMISON Job Vacancy in Kenya : Human Resources Assistant

Posting Title:


HUMAN RESOURCES ASSISTANT, FS5


Job Code Title:


HUMAN RESOURCES ASSISTANT


Department/ Office


United Nations Support Office for AMISOM


Duty Station


NAIROBI


Posting Period


8 August 2014-23 August 2014


Job Opening number


14-HRE-UNSOA-36734-F-NAIROBI (M)


United Nations Core Values: Integrity, Professionalism, Respect for Diversity


Special Notice


This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.


Organizational Setting and Reporting


This position is located in the Recruitment/Post Management Cell, Human Resources Section of the United Nations Support Office for AMISOM (UNSOA), Nairobi. The incumbent will report to the Chief Human Resources Officer.


Responsibilities


Within limits of delegated authority, the Human Resources Assistant FS-5 will carry out the following duties:


Recruitment and Placement


Participate 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.


Assist in the filling of vacant posts for all categories, including initiating and following-up on reference checks and academic qualifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.


Provide input into policy development for HR policies for staff in the Field Service, General Service and related categories.


Schedule and coordinate entry tests for locally-recruited staff.


Supervise and support the maintenance of vacancy announcement files, staffing tables and tracking of status of recruitment cases.


Review and process personnel actions through IMIS.


Advise staff on visa matters.


Administration of Entitlements


Review and process data pertaining to conditions of service.


Review and process requests for a wide range of entitlements and exceptions to the Staff Rules and Regulations, e.g. travel entitlements, currency of payment of emoluments and rental subsidy.


Monitor issues on conditions of service of staff and advise the supervisor of any developments.


Advise staff on conditions of service and entitlements.


Staff Development and Career Support Training


Assist in the development and tracking of career development programmes in liaison with the mission training focal points, the DFS Career Development Unit and the Field Career Development Officers.


Provide initial advice and answer general queries on career development issues in liaison with the DFS Career Development Unit and the Field Career Development Officers.


Assist in the preparation of training material by providing input where appropriate


Support the Field Career Development Officer in retrenchment exercises with regards to drawing down/ downsizing and expanding missions in identifying staff and positions concerned as well as relevant programmes.


Classification


Assist in reviewing and processing requests for classification by ensuring completeness of requests and liaising with requestors when required.


Provide advice and answer general queries on classification procedures and processes.


Assist in providing documentation and background materials relating to classification appeals by researching background information and liaising with relevant offices when required.


General


Supervise the maintenance of automated databases and the centralized reference and filing systems by reviewing and approving entries by lower-level staff, ensuring that information is accurately and timely entered.


Coordinate with Budget Section in preparation of the staffing component of mission’s annual budget.


Undertake research on a range of Human Resources related issues and prepares notes/reports.


Undertake research on precedents, policy rulings and procedures.


Compile data from different sources and prepare statistical reports on Human Resources related issues.


Research background information and draft information circulars on Human Resources related issues.


Conduct exit briefings for separating staff and assist them in final arrangements.


Provide general office support services; process, draft, edit, proofread and finalize for signature/approval a variety of correspondence and other communications; perform budget preparation, input, monitoring and implementation in information systems, sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines


Prepare written responses to queries concerning Human Resources related matters.


Distribute routine work to junior support staff, ensuring efficient and timely execution of the work.


Train and provide supervision to lower-level staff in the unit.


Competencies


Professionalism: Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc). Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business operations and objectives. High degree of commitment to ensure the proper use of the unit’s financial resources. 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 area of work.


PLANNING AND 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


High school or equivalent diploma is required. Technical or vocational certificate in human resources, business administration or personnel administration is a requirement.


Work Experience


A minimum of eight years of progressively responsible experience in human resources management or other related fields. A minimum of two years of experience in budget preparation, international recruitment and post management in the field missions is desirable.


Languages


English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in oral and written English is required. Knowledge of a second United Nations official language is an advantage.


Assessment Method


United Nations Considerations


The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.


Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.


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.


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