Senior Human Resources Assistant

Human Resources

Overview

Assist with HR administration and support in personnel management.

You have:

• 2 years relevant experience with High School Diploma or 1 year relevant work experience with Bachelor or equivalent or higher.
• Good knowledge of UNHCR administrative procedures and processes.
• Field experience with UNHCR and/or with other humanitarian organizations is an asset.
• High IT affinity and working experience of PeopleSoft/MSRP.
• Knowledge of Workday as a working tool is an added advantage.
• Demonstrated experience in maintaining employee job data and employment records.

Hardship Level

E (most hardship)Family Type

Non Family with Residential LocationFamily Type

Non Family with Residential LocationDanger PayResidential location (if applicable)

Nairobi (CO), KenyaGrade

GS5Staff Member / Affiliate Type

General ServiceReason

Regular > Regular AssignmentRemote work accepted

NoTarget Start Date

2025-01-01Deadline for Applications

January 11, 2025Standard Job Description

Senior Human Resources Assistant

Organizational Setting and Work Relationships Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR).

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties - Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff. - Process local staff members' contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures. - Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office. - Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations. - Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations - Assist with shipment of their personal effects in coordination with the logistics section. - Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency. - Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records. - Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs. - Initiate routine correspondence on HR matters for the authorizing officer's approval.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). - Perform other related duties as required.

Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education Not applicable

Certificates and/or Licenses Secretarial Administrative (Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience Essential Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.

Desirable Field experience with UNHCR and/or with other humanitarian organizations is an asset. High IT affinity and working experience of PeopleSoft/MSRP.

Functional Skills IT-Computer Literacy PG-Resource planning FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other) HR-PeopleSoft Human Capital Management UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) (Functional Skills marked with an asterisk* are essential)

Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

Nature of the Position

The position of G5 Senior HR Assistant reports to the Admin Officer and is part of the broader administrative, finance, HR and IT team, based in Zaleingi humanitarian inter-agency hub. The administrative unit is servicing all Darfur states, and the incumbent is expected to conduct regular field mission, amongst others, to provide HR support to the Ed Daen “Spoke”. The incumbent is expected to join the duty station upon their appointment.

Desired candidate Profile

For this position, we are looking for a candidate with solid United Nations human resources expertise and a good understanding of the UN staff rules. The candidate should be a competent, energetic, organized, and outgoing individual with a strong work ethic and a can-do attitude. One with exceptional communication skills and the ability to work in an extremely busy office. Should have a keen desire to learn new tasks and grow.

• Demonstrated experience in maintaining employee job data and employment records including tracking of staff presence in/out of the duty station. • Experience in recruiting, onboarding new employees and conducting orientations for new staff hires. • Knowledge of Workday as a working tool is an added advantage. • Experience in administering employee benefits programs. • High confidentiality of all personnel, and employment records. • A good team player and one able to collaborate with the broader Admin team in Zaleingi and the country-wide HR team. • Ability to address the needs and concerns of employees with professionalism and tact.

Should possess strong analytical skills, with the ability to identify critical issues, analyze and formulate opinions, and propose conclusions and recommendations.Required languages (expected Overall ability is at least B2 level):

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Desired languages

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), HR-PeopleSoft Human Capital Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and ProceduresEducation

Certifications

Administration - Other, Secretarial - OtherWork Experience

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awarenessUNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Female candidates are encouraged to apply.Functional clearance

This position doesn't require a functional clearance

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unhcr.org