Job Description

The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org).

These positions are located in the Office of Human Resources Management Service (HRMS) and throughout the Secretariat and missions. The Human Resources Assistant will report to a Cluster Lead or Unit Chief.

Responsibilities

Within delegated authority, the Human Resources Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Human Resources Assistants).

RECRUITMENT AND PLACEMENT:
•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.
•Prepares agenda and provides relevant documentation required for recruitment related meetings.
•Prepares personnel actions.

CLASSIFICATION:
•Assists in reviewing and processing requests for classification.
•Provides advice and answers general queries on classification procedures and processes.

GENERAL:
•Provides general office support services; drafts and/or processes a variety of correspondence and other communications.
•Sets up and maintains reference files/records (electronic and paper).
•Schedules appointments/meetings, monitors deadlines, etc.
•Undertakes research on a range of HR related issues and assists in the preparation of notes/reports.
•Maintains automated database containing HR related statistics and prepares periodic reports.
•Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.
•Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.).
•May provide guidance/training to less experienced staff.
•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 identify issues, formulate opinions, draw conclusions and recommendations. 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.

• PLANNING AND 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.

Education

High school diploma or equivalent is required. Supplementary courses or additional training in Administration, Human Resources and/or certification as Enterprise Resource Planning (ERP) Human Resources (HR) Partner, is desirable. Passing the Global General Service Test (GGST) is an advantage for temporary position recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Work Experience

A minimum of five (5) years of experience in human resources management, administrative services or related area is required
Experience in recruitment is desirable.
Experience in using enterprise resource systems such as SAP and People soft is highly desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Note: This is a temporary Job Opening. Appointment against these positions is for a duration of three (3) months, a limited duration and does not carry any expectancy, legal or otherwise, of renewal.

Staff members are subject to the authority of Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary.

“Internal Applicants : When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. ”

Notes:
•A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade.
However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

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