Human Resources Assistant

By Live Lover -

Job Title: Human Resources Assistant
Post Grade: Service Contract - SC5
Duty Station: Nairobi, WFP Kenya
Date of issue: 14th May 2013
Deadline for application: 28th May 2013

Accountabilities: Under the supervision of the HR Officer, the incumbent will carry out the following duties:-
 Take an active role in supporting the recruitment process by designing Vacancy Announcements, reviewing candidates’ applications for advertised vacancies, assist recruiting units in designing suitable tests and interview questions/criteria, participate in interviews and providing guidance to recruiting managers on the recruitment practices.
 Assist in determining entitlements, issue contracts and process human resource transactions for national staff.
 Input or oversee data input, maintaining data integrity in WINGS, and initiate corrective actions when necessary.
 Participate in delivery of training in HR related areas.
 Participate in discussions on new or revised procedures & practices, interpret and assess the impact of changes and make recommendations and follow up actions.
 Brief and debrief staff members in issues relating to HR matters. Provide critical resources in staff induction and explain HR policies to new and existing staff. Disseminate information on new policies to all staff in general staff meetings in field offices.
 Ensure that salary, overtime, hours of work, leave policy, entitlement, health insurance and detailed Terms of Reference are comprehensively explained to candidates in employment offers.
 Verify benefits and other human resources related claims for accuracy and conformance with personnel rules and regulations.
 Assist supervisor in monitoring the contractual status of all staff on various appointments based in immediate location or within the office’s mandate; monitor within grade service increment schedules and ensure the timely preparation and issuance of contract renewals and personnel action forms.
 Check and maintain attendance registers, leave reports and other forms and reports.
 Check and maintain personnel files for all staff at location, ensuring all documentation is complete; maintain and update confidential personnel information and documents and ensure relevant documents are kept in their respective files.
 Assist in preparation of administrative reports; draft routine correspondence; arrange for briefings/debriefings & take notes at meetings.
 Ensure that UNDP and WFP issued Human Resource and personnel policy manuals, rules, regulations, guidelines and circulars, are updated and filed regularly.
 Perform other related duties as required.

 Qualifications and Experience:
 Successful completion of Secondary School Education. A University Degree and advanced training in Human Resources Management is desirable.
 A minimum of five years’ progressively responsible clerical experience, including at least two years in the field of Human Resources.
 Proven ability in producing well organised reports and records, independently or with general guidance.
 Should be able to quickly and accurately handle large volumes of work under time constraints/pressure as well as during emergency.
 Should have sound judgement, initiative, excellent coordination skills and be a quick thinker.
 Ability to deal patiently and tactfully with staff members of all levels and of different national and cultural backgrounds.
 Should have a high sense of confidentiality and a passion to work with staff in difficulty situations.
 Ability to work in a team environment and achieve common goals.
 Computer literate with good working knowledge of Microsoft software applications (MS Word, Excel, PowerPoint etc).
 Excellent communication skills. Proficiency in written and oral English and Kiswahili is a must have.

Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/14/13 with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees. Candidates should also complete a Personal History form (P.11) available on the following link – http://www.unon.org/docs/P11.doc. All documents should be sent in an envelope which must be marked:

CONFIDENTIAL
WFP/14/13 and sent to:- Human Resources Officer
World Food Programme
P.O. Box 44482
NAIROBI 00100

 WFP is an equal opportunity employer and does not charge a fee at any stage of the recruitment process.

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