Senior Human Resources Assistant G7 (UN Kenya Common Roster - Multiple Positions & Duty Stations) at United Nations Office at Nairobi (UNON)

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties:

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 support 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; processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications; performs budget preparation input monitoring and implementation in IMIS, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
• Prepares written response to queries concerning HR related matters.
• Trains and provides supervision to new and lower-level staff in the unit.
• 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.
• Performs other duties as required.

Competencies

• PROFESSIONALISM: Knowledge in the use and application of the Organization’s financial regulations and rules as well as accounting policies and practices. Ability to extract, interpret, and analyse a wide variety of data and to resolve data discrepancies and other problems. Shows pride in work and in achievements and 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. Able to perform analysis, modeling and interpretation of data in support of decision-making.
• PLANNING& 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.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

• Completion of secondary education or equivalent is required. Bachelor’s degree in human resource management, business or related field is desirable.

Job - Specific Qualification

• Relevant training in the field of human resource management and business administration is desirable.

Work Experience

• A minimum of ten (10) years’ experience in human resource management, administrative services, is required. 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 organization is desirable. One (1) year or more of experience in data analytics or related area is desirable.