Org. Setting and Reporting
The United Nations Secretariat, Agencies, Funds and Programmes based in Kenya is recruiting the following position to fill and populate the UN Kenya Common Roster for Kenya-based UN Offices for General Service and National Officer positions. Under the overall guidance of the Head of the specific Agency/Organization, this post may report to the Senior Human Resource Assistant/Associate or delegated supervisor of the respective entity. Within delegated authority, the Human Resource Assistant/Associate works in close collaboration with staff in the respective office and other UN offices to ensure consistent service delivery. The Human Resource Assistant/Associate will be responsible for the following:
Responsibilities
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-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. • 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 the ERP system. • Advises staff on visa matters. ADMINISTRATION OF ENTITLEMENTS • Reviews and processes requests for entitlements and claims. • Maintains entitlements in the ERP system. STAFF DEVELOPMENT AND CAREER SUPPORT TRAINING • Assists in the organization and conducts of training courses and workshops. • Provides logistics and administrative support to trainers. CLASSIFICATION • Assists in reviewing and processing requests for classification. • Provides advice and answers general queries on classification procedures and processes. GENERAL • Conducts exit interviews for separating staff and assists him/her in final arrangements. • 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; performs budget preparation, input monitoring and implementation in the ERP, 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. • Ensures that requirements and background information used for data analysis are documented. • Performs other duties as required.
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. • 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. • 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 secondary education or equivalent is required. Bachelor's degree in human resources, business administration and other related area is desirable.
Job - Specific Qualification
Relevant training in administration, human resources management or related area is desirable.
Work Experience
A minimum of seven (7) years’ experience in general office support, administrative support and project management support functions is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. 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 organizations is desirable. One (1) year or more of experience in data analytics or related area is desirable.
Languages
For the post advertised, fluency in English required and knowledge of a local language is an advantage. NOTE: ‘Fluency’ equals a rating of "fluent" in all four areas (read, write, speak, understand) and ‘Knowledge of’ equals a rating of "confident" in two of the four areas.
Assessment
Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference.
Special Notice
Not available.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
