Human Resources Assistant

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa and is the representative office of the Secretary-General. Established to support the implementation of various UN programs, UNON provides essential administrative, security" style="border-bottom: 1px dotted #007bff !important;">security, conference, and information services to the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat), and the Resident Coordinator System (RCS) globally, along with other UN offices in Kenya. The organization is committed to promoting sustainable development and addressing global challenges through collaborative efforts and partnerships. UNON plays a pivotal role in facilitating the work of the UN in Africa, ensuring that the continent's unique challenges are addressed effectively. The office is staffed by a diverse team of professionals dedicated to upholding the values and principles of the United Nations, and it operates in a dynamic environment that fosters innovation and inclusivity.

Job Overview:
The Human Resources Assistant position within the Human Resources Management Service (HRMS) at UNON is crucial for the effective administration of personnel actions and staff benefits. The incumbent will be responsible for a variety of HR functions, including the onboarding of new staff, processing personnel actions, and managing staff movements. This role requires a keen understanding of UN HR policies and procedures, as well as the ability to provide guidance to staff regarding their benefits and entitlements. The Human Resources Assistant will work closely with the Team Lead or Section Chief in the Staff Benefits and Entitlements Section (SBE) to ensure compliance with established rules and regulations. The position demands a proactive approach to problem-solving and the ability to handle sensitive information with discretion. The successful candidate will also be involved in data analysis and reporting, contributing to informed decision-making within the HRMS.

Duties and Responsibilities:
The duties and responsibilities of the Human Resources Assistant include, but are not limited to:

• Administering contracts and staff movements by carrying out onboarding processes, processing personnel actions, issuing Letters of Appointment, and monitoring contract expiration dates.
• Processing temporary and permanent staff movements, including inter-agency agreements, and managing off-boarding actions for separating staff.
• Assisting staff with documentation related to benefits and entitlements, providing guidance on requirements, and ensuring accuracy in submissions.
• Maintaining the personal status of staff members and administering entitlements related to dependents.
• Responding to queries on staff benefits and entitlements, reviewing supporting documentation, and processing entitlement-related actions in the ERP system.
• Reviewing and approving time and attendance requests, ensuring compliance with policies.
• Monitoring the submission of annual declarations and preparing documentation related to health/life insurance and pension funds.
• Assisting with data collection and analysis for knowledge sharing and decision-making, ensuring data integrity and identifying discrepancies.
• Maintaining HR records and tracking tools, and participating in special HR projects as needed. 1
• Guiding and supervising junior staff in the section and performing other relevant duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with additional training in human resources or administration being desirable. A good knowledge of UN HR rules and procedures, as well as familiarity with HR systems such as Umoja, is also preferred. The role requires a strong understanding of administrative processes and the ability to apply various UN administrative rules and regulations effectively. Candidates should demonstrate professionalism, effective communication skills, and a client-oriented approach in their work.

Educational Background:
The educational background required for this position includes the completion of a high school diploma or equivalent. While a high school diploma is the minimum requirement, training in human resources or administration is considered desirable. Familiarity with UN HR rules and procedures and HR systems, particularly Umoja, is also advantageous for candidates seeking this role.

Experience:
The position requires a minimum of seven (7) years of progressively responsible experience in human resources management, administrative services, or a related area. However, this requirement is reduced by two (2) years for candidates who hold a first-level university degree. Additionally, candidates must have at least five (5) years of experience in administering staff benefits and entitlements for internationally recruited staff within the UN Common System or a similar international organization. Experience working with an Enterprise Resource Planning (ERP) system, such as Umoja or SAP, for at least two (2) years is desirable, as is experience in data analytics or a related field for one (1) year or more.

Languages:
For this job opening, proficiency in English is required, as it is one of the working languages of the United Nations Secretariat. French is also a working language, and while it is not mandatory for this position, knowledge of French may be considered an asset. Candidates should refer to the UN Language Framework for specific language skill requirements and levels.

Additional Notes:
The job does not specify a deadline for applications, and it is important for candidates to check the job board link for updates. The position is likely to be full-time, and given the nature of the United Nations, it may involve working in an international environment. Compensation and benefits details are not provided in the job description, but candidates can expect a competitive package in line with UN standards.