Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services ( positions are located in the United Nations Office at Nairobi (UNON), Human Resources Management Service (HRMS), Talent Acquisition Unit (TAU). The Senior Human Resources Assistant will report to the Human Resources Officer. Within delegated authority, the incumbent will be responsible for the following duties:
1. RECRUITMENT AND PLACEMENT:
â¢ Support Hiring Managers on vacancy announcements process.
â¢ 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-list of candidates.
â¢ 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.
â¢ Provides input into policy development for the HR policies of staff in the General Service, non-staff including consultants, individual contractors and related categories.
â¢ Schedules and coordinates entry tests for secretarial/clerical/trades and crafts/security positions.
â¢ Assists in organizing and coordinating competitive recruitment examinations.
â¢ Oversees the maintenance of job openings files and tracking status of vacancy announcements.
2. STAFF DEVELOPMENT AND CAREER SUPPORT TRAINING:
â¢ Assists in the development of career development programme.
â¢ Assists in the organization and conduct of training courses and workshops.
3. JOB DESIGN AND CLASSIFICATION:
â¢ Assists in reviewing and processing requests for classification which includes assessing the duties, scope, and responsibilities of the position to determine level.
â¢ Assists in reviewing and processing requests for classification.
â¢ Provides advice and answers general queries on classification procedures and processes.
â¢ Assists in providing documentation and background materials relating to classification appeals.
LOCAL OUTREACH INITIATIVES:
â¢ Support in the coordination of local outreach initiatives to attract potential talent e.g., university career fairs, online webinars, social media platforms like LinkedIn, etc.
â¢ Support on local head-hunting initiatives to attract potential talent to apply for advertised vacancies.
â¢ Support in the building and maintenance of rosters for pre-qualified candidates across critical Job families for ease of recruitment during surge or urgent recruitments.
â¢ Supervises the maintenance of automated databases and the centralized reference and filing systems.
â¢ Undertakes research on a range of HR related issues and prepares notes/reports.
â¢ Conducts research on precedents, policy rulings and procedures.
â¢ Supervises compilation and preparation of statistical reports on HR related issues.
â¢ Assists in the preparation of information circulars for HR related issues.
â¢ Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval, a variety of correspondence and other communications; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
â¢ Prepares written response to queries concerning HR related matters.
â¢ Trains and provides supervision to new and lower-level staff in the unit.
â¢ 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.
â¢ Assists with visualizations and updating information material such as web pages or brochures.
â¢ Ensures that requirements and background information used for data analysis are documented.
â¢ Lead and supervise junior HR Assistants assigned.
â¢ Support on any assigned HR projects.
â¢ Performs other relevant duties as required.
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. Ability to apply knowledge of various United Nations administrative, and human resources rules and regulations in work situations. The 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.
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.
Completion of secondary school/High school diploma or equivalent is required.
Supplemental training in human resources, administration, or related area is required.
Bachelorâs degree in human resources, business administration and other related area is desirable.
Job - Specific Qualification
Certification in human resources at the diploma level or equivalent is desirable.
Training in Enterprise Resource Planning (ERP/SAP), such as Umoja or similar is desirable.
A minimum of 10 years of progressively responsible experience in human resources management, administrative services or related area is required out of which 3 years should be in recruitment. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
A minimum seven years of hands-on experience in recruitment as a recruiter at the United Nations or similar international organization is required.
Experience with Enterprise Resource Planning System (ERP) such as Umoja or similar is required.
Work experience with PeopleSoft System such as inspira or similar is required.
Experience in handling a large portfolio of multi-cultural clients located in multiple geographical locations is desirable.
Experience in managing a team of human resources assistants is desirable.
Experience in handling the recruitment of consultants and individual contractors in the United Nations or similar international organization is desirable.
Work experience of one year or more in data analytics or related area is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
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.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Appointment against this position is for an initial period of one year and maybe subject to extension.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. 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 to take-up the appointment.
Staff members are subject to the authority of the 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.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
Internal Applicants â when completing the PHP, 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.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
On-line applications will be acknowledged where an email address has been provided. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.
United Nations Considerations
According to article , 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 âsexual exploitationâ 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 âsexual abuseâ means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term âsexual harassmentâ 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 perpetratorâs 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//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 âManualsâ in the âHelpâ 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.
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