Posting Title: Human Resources Assistant, G7
Job Code Title: Senior Human Resources Assistant
Department/ Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Posting Period: 26 March 2015-25 April 2015
Job Opening number: 15-HRE-UNON-41155-R-NAIROBI (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
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 United Nations 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). Under the direct supervision of the Human Resources Officer and general supervision of the Chief, Recruitment and Classification Section, the incumbent will perform the following duties.
Responsibilities
Recruitment and Placement
- Participates in the selection of candidates for secretarial, clerical and related categories positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, and conducting preliminary interviews, and conducting roster searches for vacancies and identifying short-list of candidates.
- Assists in the filling of posts, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
- Provides input into policy development for the HR policies of staff in the General Service and related categories.
- Schedules and coordinates entry tests for secretarial/clerical/trades and crafts/security positions.
- Assists in organizing and coordinating competitive recruitment examinations.
- Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
- Reviews and processes personnel actions through IMIS.
- Advises staff on visa matters.
Administration of Entitlements
- Supervises and supports maintenance of IMIS entitlements reference tables.
- Reviews and processes data pertaining to conditions of service.
- Reviews and processes requests for entitlements and exceptions to the Staff Rules and Regulations concerning travel entitlements, currency of payment of emoluments and rental subsidy.
- Monitors issues on conditions of service of staff and advises the supervisor of any developments.
Staff Development and Career supporting training
- Assists in the development of career development programme.
- Assists in the organization and conduct of training courses and workshops.
Classification
- Assists in reviewing and processing requests for classification.
- Provides advice and answers general queries on classification procedures and processes.
- Assists in providing documentation and background materials relating to classification appeals.
General
- Assists in providing documentation and background materials relating to classification appeals.
- Supervises the maintenance of automated databases and the centralized reference and filing systems.
- Undertakes research on a range of HR related issues and prepares notes/reports.
- Conducts research on precedents, policy rulings and procedures.
- Supervises compilation and preparation of statistical reports on HR related issues.
- Assists in the preparation of information circulars for HR related issues.
- Conducts exit interviews for separating staff and assists him/her in final arrangements.
- Provides general office support services;
- Prepares written response to queries concerning HR related matters.
- Trains and provides supervision to new and lower-level staff in the unit.
- Performs other duties as required.
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.
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.
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 diploma or equivalent is required.
- Supplemental training in human resources or administration is also required.
Work Experience
- 10 years of progressively responsible experience in human resources management, administrative services or related area is required..
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 Method
- Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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.
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