UNOPS Job Vacancy in Kenya : Human Resources Assistant

UNOPS Job Vacancy in Kenya : Human Resources Assistant
March 12, 2015 Job Description
Vacancy code: VA/2015/B5303/6532
Position title: Human Resources Assistant
Department/office: AFO, KEOH, Kenya
Duty station: Nairobi, Kenya
Contract type: Local ICA Support
Contract level: LICA-5
Duration: 1 year (renewable subject to performance and availability of funds)
Application period: 10-Mar-2015 to 17-Mar-2015
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Background Information – UNOPS
‘UNOPS plays a critical role in providing management services for our life-saving, peace-building, humanitarian and development operations. I have seen many examples of how these activities help suffering people in troubled parts of the world.’
Ban Ki-moon, United Nations Secretary-General
The United Nations Office for Project Services’ (UNOPS) mission is to expand the capacity of the UN system and its partners to implement peace building, humanitarian and development operations that matter for people in need.
UNOPS mandate is to act as a project delivery platform for UN system agencies, funds and programmes, international and regional financial institutions, intergovernmental organizations, donor and recipient governments, and non-profit non-governmental organizations. As a self-financing entity within the UN system, UNOPS must ensure that the projects it delivers meet client expectations in terms of cost, quality and time, while at the same time ensuring that these projects collectively meet a broader array of success criteria.
UNOPS is committed to achieving a truly diverse workforce.
Background Information – Kenya
UNOPS Nairobi Operational Hub (NAOH)
The UNOPS Kenya Operational Hub (KEOH) plays a critical role in providing management services-for its life-saving peace-building, humanitarian and development operations; supporting projects on behalf of a range of partners and creating real results that matter for people in need. KEOH is implementing projects worth more than$40 million in eastern and southern Africa and is helping its partners achieve project goals in sustainable project management, sustainable procurement, sustainable infrastructure, human resource management and advisory services
The UNOPS Kenya Operational Hub (KEOH), located in Nairobi, Kenya, spans across East Africa, covering Kenya, Somalia, Uganda, Tanzania, Rwanda, Burundi and Eritrea. The Office is comprised of personnel with the right mix of critical skills needed for effective services delivery.
KEOH implements projects in infrastructure, procurement, environment, health, grants management, financial management, human resources and advisory services. There are also several regional environmental projects that span across Africa and parts of Asia that are being managed by KEOH project managers.
Background Information – Job-specific
Under the guidance and supervision of the Human Resource Management Officer, the HR Assistant provides support to HR services at UNOPS, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.
The HR Assistant works in close collaboration with the Programme, Project and Operations staff to exchange information and ensure consistent service delivery.
Functional Responsibilities
Summary of Key Functions
Implementation of HR strategies and procedures
Assistance in recruitment processes
Administration of contractual benefits and entitlements
Staff development and training
Knowledge building and knowledge sharing.
1. Ensures implementation of HR strategies and procedures, focusing on achievement of the following results:
Full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.
Input to the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.
2. Implements UNOPS recruitment processes, focusing on achievement of the following results:
Assistance to the supervisor for 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 international staff and other personnel
Assistance in undertaking recruitment processes for personnel as required
Review of incoming requests and all relevant documentation relating to recruitment, contract extensions, transfers, exchange or loan, and separation of staff, consultants, or contractors, initiating required personnel actions in respect thereof.
Use of tracking tools to monitor recruitment status and other indicators for management and recruitment purposes.
Monitoring and tracking of status of requests, initiating follow-up actions to ensure selection review submission is timely, accurate and contains complete documentation.
Review of Requests for Personnel Action (RPA) forms to ensure correct budget allocation, and for separating staff, verification that no financial obligations are due to UNOPS;
Review of consultants’ qualifications and experience and Terms of Reference to determine daily remuneration to be paid in accordance with the established fee schedule;
Briefing and guidance to clients and partners on the application and interpretation of recruitment policies and procedures.
Maintenance of personnel records for all Regional Office/Project Centres and project International Staff, ensuring projects maintain records for project national personnel;
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 of UNOPS personnel;
3. Ensures efficient administration of contracts, benefits and entitlements, focusing on achievement of the following results:
Monitoring and tracking of transactions to ensure timely, consistent and equitable provision of services with a client focus
Assistance in the research of precedents and analysis of merits of specific requests and presentation of recommendations/solutions to supervisor
Drafting of letters of offer and separation outlining the conditions of the appointments/transfer/separations for the approval of the supervisor. Briefing to staff on the conditions of service related to contracts and/or appointments/transfers
Collection, verification and follow-up on required documentation related to allowances, appointments and contracts.
Maintenance of a monitoring system to ensure timely retrieval of information as required.
4. Provides support to staff development and training, focusing on achievement of the following results:
Assistance in planning, organizing and making logistical arrangements for workshops, corporate meetings and retreats as required
Coordination of the collection of feedback on learning events and presentation of results for review purposes
Assistance in design and presentation of training materials and course outlines.
5. Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:
Participation in the trainings for the operations/ projects staff on HR.
Contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the overall execution of the UNOPS HR services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNOPS capability in the HR management.
Competencies
UNOPS Core Values/Competencies
Integrity
Professionalism
Respect for Diversity
Creativity and innovation
Commitment to continuous learning
Planning and Organizing
Results orientation
Communications skills
Teamwork skills
Client orientation
Technological awareness
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a variety of standard tasks and duties related to HR, screening, collecting and preparation of documentation, data input, transactions tracking, filing, provision of information
Ability to review data, identify and adjust discrepancies
Ability to produce accurate and well documented records conforming to the required standard
Ability to handle a large volume of work possibly under time constraints
Knowledge of UNOPS HR rules and procedures
Strong IT skills
Leadership and Self-Management
Ability to adhere to work assignments and meet designated deadlines.
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Demonstrates openness to change and ability to manage complexities
Solicits feedback from staff about the impact of his/her own behavior
Education
Secondary Education. Bachelors Degree in Business Adminstration, HR or equivalent is an asset
Experience
with secondary education, 5 years progressive experience in supporting a human resource management area or administration area is required
At least two years experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions)
At least one year experience in handling of web-based management systems is required
Languages
Fluency in written and oral English is required.
Knowledge of French is desirable.
Certifications
Prince 2 Foundation is desired.
ECornell HR certification is desired
Contract type, level and duration
Contract type: Local ICA (Individual Contractor Agreement)
Contract level: LICA5 Equivalent to ICS-5/G5 level
Contract duration:1 year (renewable subject to performance and availability of funds)
For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx
Additional Considerations
Please note that the closing date is midnight Copenhagen time (CET)
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.
For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
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.
How to Apply
Submit your CV and Application online : Click Here