Human Resources Assistant at United Nations Office at Nairobi (UNON)

Responsibilities
RECRUITMENT AND PLACEMENT   

• Processes applications for vacancies, prepare and maintain case files for candidates, ensure and monitor the transfer of files of candidates between offices, arranging for interviews, and entering data on candidates into the automated roster. 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. Assists in the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions. Maintains vacancy announcement files and tracks status of vacancy announcements. Coordinates with Executive Offices, selected candidates and staff on travel arrangements, visa matters and shipment of personal effects. Prepares agenda and provides relevant documentation required for recruitment related meetings.Prepares personnel actions.  

ADMINISTRATION OF ENTITLEMENTS   

• Reviews and processes requests for entitlements and claims.Maintains entitlements in the ERP system. Assists in the review and processing of data pertaining to conditions of service.   

STAFF DEVELOPMENT AND CAREER SUPPORT TRAINING   

• Assists in the organization and conduct of training courses and workshops. Provides logistics and administrative support to trainers.  

CLASSIFICATION   

• Assists in reviewing and processing requests for classification. Provides advice and answers general queries on classification procedures and processes.   

GENERAL

• Provides general office support services; drafts and/or processes a variety of correspondence and other communications. Sets up and maintains reference files/records (electronic and paper). Schedules appointments/meetings, monitors deadlines, etc. Undertakes research on a range of HR related issues and assists in the preparation of notes/reports. Maintains automated database containing HR related statistics and prepares periodic reports. Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices. Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.). May provide guidance/training to less experienced staff. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. Assists with visualizations and updating information material such as web pages or brochures.Ensures that requirements and background information used for data analysis are documented. Performs other duties as required.

Competencies

• PROFESSIONALISM:    Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting.Demonstrate use of initiative and makes appropriate linkages in work requirements and anticipates next steps.Ability to perform analysis, modeling, and interpretation of data in support of decision-making. 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.  
• 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 with 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

• Completion of secondary education or equivalent is required.  Bachelor's degree in human resources, business administration and other related area is desirable.

Job - Specific Qualification

• Relevant training in administration, human resources management or related area is desirable.    

Work Experience

• A minimum of five (5) years’ experience in general office support, administrative support and project management support functions is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level University degree. Experience working with Microsoft Office applications is required. Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system is desirable. One (1) year of experience within the United Nations or similar international organizations is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

• For the post advertised, fluency in English required and knowledge of a local language is an advantage.  NOTE: ‘Fluency’ equals a rating of "fluent" in all four areas (read, write, speak, understand) and ‘Knowledge of’ equals a rating of "confident" in two of the four areas.