Human Resources Senior Assistant

Contract

This is a LICA-5 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Job-specific

Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Zimbabwe and several island states.

Under the direct supervision of the Human Resources Manager as well as the technical guidance of IPAS HR, the HR Senior Assistant is responsible for providing technical and administrative support to the timely processing, recording, completion, monitoring, and maintaining of transactions and processes covering the array of Human Resources Management service lines in accordance with UNOPS’ HR rules, regulations and policies for optimal employee and talent management. S/he may serve as the first contact for internal and external clients in resolving questions on routine and standard processes and procedures and provision of guidance and information related to HR initiatives and services to a wide range of UNOPS clients.

Functional Responsibilities

• Ensure full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.
• Assist the supervisor in the development and implementation of a human resources management system in relation to planning, administering and monitoring of all matters related to human resources management concerning national and other personnel including contractors;
• Review of incoming requests and all relevant documentation relating to travel requests, claims and payments, UN ID card issuance;
• Provide support in the recruitment, contract extensions and separation process and coordination of relevant documentation;
• Use tracking and monitoring tools to manage status of requests, initiating follow-up action to ensure timely submission of attendance sheets, training records, payment status etc. and complete necessary documentation;
• Review check-out/clearance forms to ensure certification from other departments, HR final clearance and submission to BSSC;
• Provide administrative support to the programme staff as required;
• Provide briefing and guidance to other LICA personnel on the application and interpretation of recruitment and administrative policies and procedures;
• Ensure maintenance of personnel records of ICAs and FTAs;
• Provide oral and written response to staff inquiries regarding their conditions of service; drafting of correspondence in relation to the inquiries for signature by designated Officer;
• Update and management of the staffing tables and provision of statistical summaries related to them, including arranging and keeping track of movements, update weekly staffing and radio check reports;
• Process monitoring and tracking of transactions to ensure timely, consistent and equitable provision of services with a client focus
• Process collection, verification and follow-up on required documentation related to allowances, appointments and contracts.
• Maintain a staff monitoring system to ensure timely retrieval of information as required.
• Assist in planning, organizing and making logistical arrangements for workshops or conferences.
• Undertake any other tasks assigned by the supervisor

Education/Experience/Language requirements

Education: - Completion of Secondary education is required. - First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable.

Experience: - Minimum of five years of relevant experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services is required. - Some experience in UN system organizations is desirable. - Proficiency in computers and Google Workspace (MS Office) and experience in handling of web-based management systems is desirable. - Experience in use of HR information systems, Enterprise systems including OneUNOPS is desirable. - Knowledge of UN policies, procedures and practices highly desirable.

Language requirements: - Fluency in English is required - Knowledge of another official UNOPS language is an asset.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• This position is based in a family duty station.
• This is a local post. As such, it is only open to Kenyan nationals or applicants with valid residences.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

1. Contract type: Local Individual Contractor Agreement ( LICA)
2. Contract level: LICA-5/ ICS 5
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labour force — a strength that helps us better understand and address our partners’ needs. We continually strive to improve our gender balance through initiatives and policies that encourage the recruitment of qualified female candidates.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.