Vacancies at United Nations Office at Nairobi (UNON)

Duties

• Arrange and digitize signed contracts received from consultants and individual contractors.
• Support with the implementation of SharePoint transfer of documents project on contracts received during COVID 19.
• Upload and arrange all documents received during Covid 19 to Teams folders for all our clients
• Support in developing workflows and procedures related to consultants or any other TAU archiving documentation and record keeping.
• Create reports and other documentation about consultants and any other required record keeping.
• Provide support with the preparation, delivery, and follow up on different activities (e.g. memos, contracts, official documents, communication or others).
• Provide data periodically from iNeed regarding consultants and individual contractors eg gender, nationality/geography etc
• Update promptly, the documents and excel sheet in Teams for the RCS consultants
• Participate in designing and improving archives and records keeping for non-staff (consultants and individual contractors)
• Perform other duties as assigned.

Qualifications/special skills

• Undergraduate studies in Information Sciences, Human Resources or related area is required. Computer literacy in standard software applications is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For this internship, fluency in English is required.

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Responsibilities

Administration of contracts and staff movements for locally recruited staff.

• Carries out on-boarding processes of selected candidates, processes personnel action (PA), issues Letter of Appointments, monitors contract expiration dates and processes requests and actions contract extension.
• Processes temporary and permanent staff movements and related administrative actions, including those related to interagency agreements.
• Processes off boarding and related separation personnel actions.
• Administration of benefits and entitlement for locally recruited staff.
• Reviews reports and records and processes staff benefit and entitlements.
• Maintains personal status of staff members and administers/monitors entitlements related to dependents.
• Reviews and approves time and attendance requests, including parental leave, sick leave, special leave etc
• Reviews and prepares submission of documentation related to health/life insurance and Joint Staff Pension fund.
• Client assistance and guidance
• Conducts induction briefing for a newly appointed staff member on benefits and entitlements.
• Conducts exit interview for separating staff on the separation process, as well as benefits and entitlements.
• Advise clients on the eligibility of benefits and entitlements within the conditions of their employment.

General

• Monitors implementation and compliance with existing regulations through review of personnel actions.
• Assists with the collection and analysis of data, as well as its presentations for knowledge sharing and decision making
• Participate in special human resources projects and ad hoc clean-up exercises, as needed.
• Other functions as required related to staff administration.

Competencies

• PROFESSIONALISM: Knowledge of the human resources policies, procedures and practices and ability to 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 & 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.

Work Experience

• A minimum of five (5) years of experience in human resources management, administrative services or related area is required. The minimum year of relevant experience is reduced by two (2) years for candidates with a first-level University degree. Three (3) years or more of experience in administering staff benefits and entitlement experience is desirable. Working experience in Enterprise Resources Planning (ERP) system, such as Umoja and SAP is desirable. Work 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 English is required.