Jobs at United Nations Office at Nairobi (UNON)

Responsibilities
Under the guidance of the Human Resources Officer, the incumbent will perform the following duties:

• Assists in processing vacancy announcements.
• 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-lists of candidates.
• Assists in the filling of posts for all categories, 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.
• Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements
• Assists in the recruitment of consultants and individual contracts, including posting of job openings, review and placement of consultants and individual contractors.
• Reviews and processes personnel actions through the Enterprise Resource Planning (ERP) systems (known as Umoja in the UN).
• Assists on local outreach initiatives to attract potential talent e.g., university career fairs, online webinars, social media platforms like LinkedIn, etc.
• Assists on local head-hunting initiatives to attract potential talent to apply for advertised vacancies.
• Assists in the building and maintenance of rosters for pre-qualified candidates across critical Job families for ease of recruitment during surge or urgent recruitments.
• Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
• Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; sets up and maintains files/ records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
• Prepares written response to queries concerning HR related matters.
• Assists in the organization and conducts of training courses and workshops.
• 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 related 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. The 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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

• Completion of High school diploma or equivalent is required. Supplemental training in human resources, administration or related area, is required.

Work Experience

• A minimum of five (5) years of progressive work experience in human resources, administration or related field is required out of which 1 year should be in recruitment. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Experience in the use of recruitment tools like PeopleSoft or Inspira is desirable.
• Experience in using Enterprise Resource Planning (ERP) systems such as SAP is desirable.
• Experience of one (1) year or more in data analytics or related area is desirable.

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 desirable.

go to method of application »

Responsibilities
Goods receiving:

• Receives and inspects delivered stocks, ensuring the stocks received are in good condition and match

Specifications.

• Liaises with Facility Management and Transport Section (FMTS) experts, Receiving and Inspection and Procurement in the event that stock items do not meet required quality standards.
• Ensures stock database is updated daily to reflect stocks received and the stock levels.
• Liaises with the Supply and Inventory Assistant when new items are delivered to the stores.

Distribution of Stock Items:

• Receives and records the approved requisitions from FMTS and delivers/issues the goods.
• Liaises with FMTS when the requisitions are not clear or when items are not in stock.
• Ensures stock database is updated daily to reflect issuance and current stock levels.
• Prepares items for distribution and/or distributes stock item as per FMTS instructions. Prioritize the delivery of stock items when needed.
• Monitors the movers (contractor's staff) in the stores when they remove items from the shelves.

Stores Operations:

• Ensures that the stores are clean and stock items are stacked in the right places/shelves for easy access and distribution. Ensure stock location is reflected correctly in the database.
• Assists the Senior Stock Clerk in keeping the keys and locks all the cupboards for safe custody of stock items.
• Monitors stock levels (as per the database) and liaises with Administrative Assistant (Stores) FMTS for the reordering of stock items as required.
• Enters data in the database by entering Receiving and Inspection (R&I) deliveries and issuance of stock items; files stock requisitions, work orders and incoming correspondence in relevant files.
• Drafts routine correspondence for the supervisor(s) upon request.
• Assists in the preparation of reports on available stock and performs regular physical counts of items in stock.
• Participates in physical inventory taking exercises of non-expendable and expendable goods administered by UNON upon request.
• Identifies new stock items are added to FMTS catalogue on a continuous basis.

Other Functions:

• Assists Warehouse supervisor in the coordination and preparation of items to be submitted to the Local Survey Property Board via Property Management Unit (PMU) for disposal or donations.
• Performs other related duties as assigned by the direct supervisor, warehouse supervisor, or Chief PMU, such as, but not limited to, assuming the responsibilities of colleagues during their leave.
• 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 assigned.

Competencies

• PROFESSIONALISM: Knowledge of relevant United Nations rules and regulations, of budgetary and administrative procedures, policies and directives, in particular, inventory and control guidelines. Ability to organize and summarize data and information required for a variety of reports, etc. Ability to develop, maintain and operate management control systems for assets, materials, services and claims. 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 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

• Completion of high school diploma or equivalent is required.
• Supplementary technical training from a technical college in stock management or any other relevant field is desirable.

Work Experience

1. A minimum of two (2) years of progressively responsible work experience in supply chain, warehousing, logistics or procurement, or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
2. Experience working with Enterprise Resource Planning (ERP) is desirable.
3. One (1) year or more of experience in data analytics or related area is desirable.
4. Experience providing services to the United Nations Common System, or a comparable international organization is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required, knowledge of French is desirable. Knowledge of another official United Nations language is desirable.