Senior Human Resources Assistant

Job Title: SENIOR HUMAN RESOURCES ASSISTANT, G7

Department/ Office: United Nations Office at Nairobi

Duty Station: NAIROBI

Posting Period: 29 May 2013-28 June 2013

Job Opening number: 13-HRE-UNON-28422-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 UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) 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 United Nations Office at Nairobi, Human Resources Management Service, Staff Administration Section (SAS)

Responsibilities

Under the general supervision of the Chief, (SAS) and the direct supervision of the Human Resources Officer, the incumbent will perform the following duties:

1. Appointment:

Ensure that the required documents of selected candidate are complete and information provided is consistent; Evaluate the candidate's qualification and work experience to determine the grade and step of the contract in accordance with the UN Guidelines and vacancy announcement; Arrange for medical clearance; Prepare travel authorization and follow-up with the Travel and Transport Section on the travel arrangements made; Provide information to candidates on entitlements and conditions of appointment required; Monitor issues on conditions of service of staff and advises the supervisor of any development.

2. Staff Administration:

• Review and process data pertaining to conditions of the services;
• Review and process requests for entitlements and exceptions to the Staff Rules and Regulations;
• Conduct induction sessions to newly appointed staff member;
• Process salary advances for newly recruited staff members Assignment Grant (if applicable) and forward to Payroll Unit;
• Ensure that new staff member submits essential documents required to support benefits, allowances and entitlements;
• Process Personnel Action (PA) in Information Management Integrated System (IMIS) for initial appointment and prepare letters of appointment;
• Follow-up with newly appointed staff member to submit travel claim if applicable.

3. Education Grant:

• Check Education Grant submissions and supporting documents for correctness;
• Verify eligibility of dependants;
• Calculate and verify payments due and forward to Payroll Unit;
• Provide advice to staff members on education grants entitlements as appropriate.

4. Contract extension and reassignment:

• Initiate requests for extension and prepare Personnel Action on IMIS;
• Process formalities for staff members separating from the Organization, inform them of their entitlements, arrange debriefings, prepare Payroll Clearance form and Personnel Action in IMIS for forwarding to Payroll Unit for settlement;
• Prepare relevant pension documents for processing pension payments;
• Prepare travel authorization for arrangement by the Travel and Transport Section and prepare documents for payment of Repatriation Grant.

5. General:

• Undertake research on HR related issues and prepare reports;
• Conduct exit interviews for separating staff and assist in processing the administrative arrangements related to separation;
• Prepare response to queries concerning HR related matters;
• Train and provide supervision to new and lower-level staff in the unit.

6. Perform other related duties as may be assigned.

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; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.

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; Demonstrates openness in sharing information and keeping people informed.

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.

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.

Education

Completion of secondary education or equivalent is required. Additional technical training in administrative fields and human resources management is highly desirable.

Work Experience

A minimum of ten years of progressively responsible experience in administrative services of which 3 to 5 years in human resources management 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 United Nations Officials language is an advantage

Assessment Method

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. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

1. 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.

2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.

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.

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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