HUMAN RESOURCES ASSISTANT , GL-4

HUMAN RESOURCES ASSISTANT , GL-4

DEADLINE FOR APPLICATIONS:	03/04/2016
DATE OF ISSUACE:	02/26/2016
ORGANIZATIONAL UNIT:	OTHER UN AGENCIES
DUTY STATION:	NAIROBI
JOB OPENING ANNOUNCEMENT NUMBER:	UNSOS/HR /006/2016

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred and visa or work permit issues in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Remuneration:

Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered. More Info...

United Nations Core Values : Integrity, Professionalism, Respect for Diversity

Responsibilities:

Setting and Reporting Relationships: This position is located in the office of Human Resources in United Nations Support office in Somalia (UNSOS) Nairobi. The incumbent reports to Chief, Human Resources Section. Responsibilities: Within delegated authority, the Human Resources Assistant will be responsible for the following duties: 1. Recruitment and Placement · Identify vacant posts, work with hiring managers and preparation of vacancy announcements and follow-up of the same. · Processes applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, arranging for interviews, and entering data on candidates into the automated roster. · Assists in the filling of posts, 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 the evaluation and screening of applications of candidates for secretarial, clerical and related categories positions. · Maintains vacancy announcement files and tracks status of vacancy announcements. · Coordinates with Executive Offices and selected candidates on travel arrangements, visa matters and shipment of personal effects. · Assists in the review and processing of data pertaining to conditions of service. 2. Administration of staff Entitlements · Prepare letters of appointments, review and process requests for entitlements and claims. Assist in the review and processing of data pertaining to conditions of service. · Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. · Monitors staffing table and prepare relevant statistical data/charts. Initiate and maintain reference files and records in both electronic and hardcopy format. · Provide advice and answers to general queries on classification procedures and processes. · Reviews and processes data pertaining to conditions of service and entitlements for staff. · Monitor issues on conditions of service of staff and advise the supervisor of any developments. · Performs other administrative duties, e.g., provide general office support services, controlling time and attendance; updating staff official status files; request for office supplies and equipment, etc. 3. General · Assists in providing documentation and background materials relating to classification appeals. · Supervises the maintenance of automated databases and the centralized reference and filing systems. · Undertakes research on a range of HR related issues and prepares notes/reports. · Conducts research on precedents, policy rulings and procedures. · Assist in compilation and preparation of statistical reports on HR related issues. · Assists in the preparation of information circulars for HR related issues. · Conducts exit interviews for separating staff and assists him/her in final arrangements. · Prepares written response to queries concerning HR related matters. 4. Post Management · Assists in job designing and restructuring, the implementation of classification standards and links to recruitment, pay systems and performance management; · Assisting in descriptions for implementation of the substantive Units in coordination with responsible Unit managers; · Assisting with carrying out desk audits, where necessary, as part of job analysis preparation of reports on job classification issues; · Co-ordinating with the Recruitment Section the issuance of vacancy notices based on the classified job descriptions; reviewing and confirming grade levels of updated job descriptions before issuance of vacancy announcements. 5. Records Management · Appraise (in consultation with supervisor) records in storage to determine which should be transferred to the Archives. · Arrange and describe the records, and enter the descriptions into a database. · Assess the physical condition of the records and identify those requiring conservation treatment. - Re-box and re-file the records. · Monitors and oversees the Records Management System (RMS) operations in receiving documents; · Maintains contractually stored RMS by facilitating and monitoring compliance; prepares and arranges records for transfer between the RSCE and HQ · Performs records identification, retrieval and reproduction services. · Performs other duties as required.

Core 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. 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. · Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. · 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. · 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.

QUALIFICATIONS

Education:

High school/diploma or equivalent. Certificate /diploma in Human Resources management will be an added advantage.

Work Experience:

A minimum of four (4) years of progressively responsible experience in Human Resources. One year with experience in Staff Selection, Entitlement & Benefits and Post Management with a UN organization is desirable.

Languages:

English and French are the working languages of the United Nations Secretariat. For this position, fluency in both oral and written English and French required. Knowledge of another United Nations official language is an advantage.

Other Desirable Skills:

Experience of Microsoft office (word, excel, power point, etc.) is required.

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a Non-Smoking Environment. English and French are the two official working languages of the United Nations. ONLY applications to specific VAs will be considered, general applications should not be sent.

How to apply: How to Apply: Qualified candidates may submit their applications including their United Nations Personal History form (P.11) to the address mentioned below on or before the deadline. The (P.11) is on the http://www.unon.org/. Applications submitted after the deadline 4 March 2016 will not be accepted. CVs will not be accepted. Email: recruitment-unsoa@un.org Please quote, Vacancy Announcement Number and Functional Title in the subject of the e-mail A copy of PHP to be attached.

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED