Human Resources Senior Assistant

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Background Information – Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The Kenya Multi Country Office (KEMCO) currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes a large portfolio of Infrastructure, procurement and project management service projects in Kenya, Uganda, Tanzania, Zambia, Malawi, Zimbabwe, Mozambique and several Island states.

Under the direct supervision of the Human Resources Manager, the HR Senior Assistant is responsible for providing technical and administrative support to the timely processing, recording, completion, monitoring, and maintaining of transactions and processes covering the array of Human Resources Management service lines in accordance with UNOPS’ HR rules, regulations and policies for optimal employee and talent management. S/he may serve as the first contact for internal and external clients in resolving questions on routine and standard processes and procedures and provision of guidance and information related to HR initiatives and services to a wide range of UNOPS clients. The duty station for this position is Nairobi, Kenya – Family Duty Station.

Functional Responsibilities

The job holder will be responsible for the following:

Ensure full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.
Assist the supervisor in the development and implementation of a human resources management system in relation to planning, administering and monitoring of all matters related to human resources management concerning national and other personnel including contractors;
Review of incoming requests and all relevant documentation relating to travel requests, claims and payments, UN ID card issuance;
Provide support in the recruitment, contract extensions and separation process and coordination of relevant documentation;
Use tracking and monitoring tools to manage status of requests, initiating follow-up action to ensure timely submission of attendance sheets, training records, payment status etc. and complete necessary documentation;
Review check-out/clearance forms to ensure certification from other departments, HR final clearance and submission to BSSC;
Provide administrative support to the programme staff as required;
Provide briefing and guidance to other LICA personnel on the application and interpretation of recruitment and administrative policies and procedures;
Ensure maintenance of personnel records of ICAs and FTAs;
Provide oral and written response to staff inquiries regarding their conditions of service; drafting of correspondence in relation to the inquiries for signature by designated Officer;
Update and management of the staffing tables and provision of statistical summaries related to them, including arranging and keeping track of movements, update weekly staffing and radio check reports;
Process monitoring and tracking of transactions to ensure timely, consistent and equitable provision of services with a client focus
Process collection, verification and follow-up on required documentation related to allowances, appointments and contracts.
Maintain a staff monitoring system to ensure timely retrieval of information as required.
Assist in planning, organizing and making logistical arrangements for workshops or conferences.
Undertake any other tasks assigned by the supervisor

Impact of Results:

The effective and successful achievement of results by the HR Senior Assistant directly impact on the compliant execution of HR processes in the respective unit and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.

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.

Experience:

Minimum of five years of relevant experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services.
Some experience in UN system organizations is desirable
Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is desired
Experience in use of HR information systems, Enterprise systems including OneUNOPS is desirable.
Knowledge of UN policies, procedures and practices is highly desirable

Language:

Full working knowledge of English is required
Knowledge of another official UN language is an asset.

Competencies

Integrity & Inclusion: Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Partnering: Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Results Orientation: Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Agility: Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Solution Focused: Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Effective Communication: Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local Individual Contractual Agreement (LICA)
Contract level: LICA 5
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

This position is open to Kenyan Nationals only.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.