Vacancies at United Nations Office for Project Services (UNOPS)

 Background Information - Job-specific

Based in Nairobi, Kenya and under the direct supervision of the HR Officer - Recruitment Support Services, the Senior HR Assistant - Recruitment Support Services is responsible for effectively administering and implementing HR recruitment support services across the organization.

The HR Senior Assistant – Recruitment Support Services works in close collaboration with the Programme, Project and Support Services colleagues administering UNOPS and partner personnel globally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery, particularly in terms of recruitment processes. S/he provides recruitment support to field offices, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery.

The HR Senior Assistant – Recruitment Support Services promotes a client-oriented approach, consistent with the governing rules and regulations for HR management and selections in UNOPS. S/he works in close collaboration with the managers of the different field offices to ensure consistent service delivery and efficient and timely recruitments. S/he closely monitors recruitment plans and recruitment KPIs.

 Functional Responsibilities
Summary of Key Functions:

• Administrative support to talent acquisition and recruitment administration
• Support process improvements and HR knowledge-building initiatives

Administrative support to talent acquisition and recruitment administration

• Provide support to the HR Associates handling recruitments at various stages of the selection process. This includes administrative support to recruitments and selections, e.g.

  • create vacancy announcements in UNOPS’ online recruitment system
  • support with office-wide email circulations for internal positions
  • coordinate with local job website(s) for outreach activities for internal positions
  • coordinate the scheduling of interviews and written tests, as appropriate, on behalf of the hiring office
  • support with plagiarism and AI checks for the written tests
  • conduct background checks
  • initiate fee-setting exercises
  • take minutes during interviews and finalize the overall selection minutes with active input from panel members (English-language panels)
• Support full recruitment cycle for internal positions up to ICS-7.
• Build and maintain a fluid relationship with clients through constant communication.
• Support the completion of recruitment processes including offers and rejections, and updating the status of recruitment cases in the on-line information system in line with UNOPS policy. 
• Prepare recruitment files and other process approvals. 
• Support efficient, timely, and client-focused selections of new personnel. 
• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues. 

Support process improvements and HR knowledge-building initiatives

• Input and update accurate data and information to institutionalize and disseminate knowledge using technology, electronic systems and tools to initiate work and share information with colleagues. 
• Assist with projects in support of recruitment-related initiatives for attainment of business objectives according to corporate HR strategy.
• Contribute to corporate HR initiatives and knowledge networks by assisting with the collection of data on trends, risks and opportunities and by providing collaborative synthesis of lessons learnt and dissemination of best recruitment practices. 
• Support the delivery of training and learning initiatives for personnel on recruitment-related topics.

 Education/Experience/Language requirements
Education:

• Completion of Secondary education is required. 
• First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable but not a requirement and may substitute for some of the required years of experience.

Experience: 

• Minimum of five years of relevant experience in an international and/or national organization in providing support to recruitments and/or HR-generalist services is required.
• Proficiency in computers and office software packages and experience in handling of web-based management systems is required.

Language Requirements

• Full knowledge of English is required. 
• Knowledge of another official UNOPS language is an asset.

Other Requirements

• Within the required working hours (8 hours per day plus a 30 minute lunch break), some flexibility to accommodate recruitments occurring outside the Nairobi time zone (GMT+3) is expected.

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 Background Information - Job-specific

This position is based in Nairobi, Kenya and is part of BSSC Personnel Administration. Under the direct supervision of the HR Specialist - Recruitment Support Services, the HR Officer -  Recruitment Support Services is responsible for leading the team that effectively administers and implements HR recruitment support services, including both national and international recruitments primarily within the Africa Region.

The HR Officer – Recruitment Support Services works in close collaboration with the Programme, Project and Support Services colleagues administering UNOPS and partner personnel in the region and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery, particularly in terms of recruitment processes.

The HR Officer – Recruitment Support leads the team that provides recruitment services to field offices, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. Additionally, s/he promotes a client-oriented approach and is responsible for ensuring consistent compliance with the governing rules and regulations for HR management and selections in UNOPS.

 Functional Responsibilities
Summary of Key Functions:

• Team Management 
• Talent Acquisition and Administration
• Support to Policy Development and Implementation
• Knowledge Building and Knowledge Sharing

Team Management

• Guide and supervise the recruitment team to ensure its provision of efficient and high quality service to clients.
• Ensure the team is highly motivated and thriving in their work.
• Facilitate the engagement of the team supervised through effective recruitment, work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

Talent Acquisition and Administration 

• Oversee the application and implementation of talent acquisition policies and processes covering recruitment, position management, salary and benefits administration, and contract issuance.
• On an ad hoc basis, serve as the HR Representative on CBI panels, taking minutes during interviews and finalizing the overall selection minutes with active input from panel members (English-language panels).
• Under the guidance of IPAS HR, coordinate the efficient administration of contractual modalities, loans, exchanges, and secondments in the given geography, including oversight of engagement with relevant partners.
• Produce data-driven suggestions for the improvement of recruitment practices by creating and monitoring recruitment KPIs, efficiencies, and procedural timelines.
• Utilize recruitment plans, tools and contribute to policy guidance to efficiently and effectively recruit a diverse workforce to meet the needs of the business objectives. 
• Lead recruitment processes, ensuring best practices are used for effective and efficient talent acquisition in line with UNOPS policy.
• Guide clients through recruitment and selection processes. 
• Engage and maintain positive relationships with stakeholders and clients.
• Collect and monitor client feedback for challenges and improvements.

Support to Policy Development and Implementation 

• Contribute to HR policy development and corporate HR initiatives by providing data on trends, risks and opportunities and sharing local recruitment best practices.
• Maintain an effective level of business literacy about the Organization’s objectives and plans, and in consultation with Management, implement the corporate HR strategy and recruitment initiatives.
• Partner with leadership to develop and implement workforce planning and succession planning initiatives employing HR business processes mapping, to ensure efficient and effective services and work flows. Monitor workforce status and trends.
• In the area of recruitment, communicate HR policy changes and new HR initiatives to management and personnel, providing guidance, as needed.

Knowledge Building and Knowledge Sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel and new joiners on recruitment-related topics.
• Conduct initiatives on capacity development and knowledge building for HR personnel in the area of recruitment, including network development, plans, learning plans and activities, HR practice information and best practice benchmarking.
• Guide team’s collection of feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 
• Guide the development and maintenance of recruitment analytic parameters, dashboards and data to facilitate informed decision making in the area of recruitment. 

 Education/Experience/Language requirements

Education:

• An advanced University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is required.
• Or a first University degree in Human Resources, Business Administration, Public Administration, or equivalent disciplines combined with 2 years of relevant experience.
• Knowledge of UN policies, procedures and practices is desirable.

Experience:

• Minimum of 1 year of experience in professional-level recruitment and/or HR generalist services in an international, public or corporate organization is required.
• A first-level university degree in combination with additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.
• Some experience in UN system organizations preferably in a developing country is desirable.
• Relevant experience in a multicultural setting is desirable.
• Experience supervising teams is a distinct advantage.

Language Requirements:

• Fluency in English is required.
• Working knowledge of Spanish and/or French is highly desirable.

Other Requirements:

• Within the required working hours (8 hours per day plus a 30 minute lunch break), some flexibility to accommodate recruitments occurring outside the Nairobi time zone (GMT+3) is expected.