Organization: UNHCR – United Nations High Commissioner for Refugees
Location: Nairobi
Grade: Administrative support – GS-4, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Human Resources
Administrative support
Closing Date: 2024-08-26
Hardship Level
E (most hardship)
Family Type
Non Family with Residential Location
Family Type
Non Family with Residential LocationDanger Pay
Residential location (if applicable)
Nairobi (CO), Kenya
Grade
GS4
Staff Member / Affiliate Type
General Service
Reason
Regular > Regular Assignment
Remote work accepted
No
Target Start Date
2024-10-01
Job Posting End Date
August 26, 2024
Standard Job Description
Human Resources Assistant
Organizational Setting and Work Relationships
Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer/Associate, 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
– Provide clerical support in the recruitment, assignment, reassignment and separation of local general service staff.
– Assist in processing local staff members’ contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures.
– Provide advice to staff members on their rights, obligations, benefits and entitlements according to the UN/UNHCR staff rules and regulations.
– Assist newly arrived international staff with administrative formalities related to their accreditations, security/ground passes, arrange travel and hotel reservations. Assist with shipment of their personal effects in coordination with the logistics section.
– Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations.
– 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 G4 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
Field(s) of Education
Not specified.
Certificates and/or Licenses
Not specified.
Relevant Job Experience
Essential
Not specified.
Desirable
Field experience with UNHCR and/or with other humanitarian organizations is an asset. Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization. High IT affinity and working experience of ERP systems.
Functional Skills
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-Computer Literacy
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
Working under the direct supervision of the Senior Human Resources Associate and the general guidance of the Administrative Officer, who sets overall work objectives and provides necessary advice, the candidate will mainly support the administration of the UNHCR medical insurance plan for locally hired staff. The candidate will serve as the point of contact for Rest and Recuperation, Special Compressed Work Schedule (SCWS), and Absence management. Additionally, the incumbent will be responsible for maintaining personnel records in the office, including attendance and file management. The incumbent will also initiate payment calculations for personnel-related matters such as danger pay, MIP reimbursements, and administer attendance records for AWF.
The incumbent must have a positive attitude and problem-solving skills to be able to maintain harmonious and effective relations between colleagues and with service providers.
Knowledge of Workday, Cloud ERP, and OHI platforms is a key asset.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
Skills
IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
Certifications
Work Experience
Competencies
Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional Information
The testing of shortlisted candidates is optional.
Functional clearance
This position doesn’t require a functional clearance