Org. Setting and Reporting
This position is located in the Human Resources Section (HRS), Executive Office, Office for the Coordination of Humanitarian Affairs (OCHA) in Nairobi, Kenya. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention, and facilitate sustainable solutions.
This position reports to the Human Resources Officer.
Within delegated authority, the Human Resources Assistant will be responsible for the following duties:
Recruitment and placement
• Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities for satisfactory medical clearance, travel arrangements and visa requests, calculating salaries and related benefits, and preparing and dispatching offers of appointment and statement of emoluments through INSPIRA as well as offline.
• Coordinates the release/reporting of selected candidates by liaising with offices from Geneva and other United Nations duty stations, preparing release requests
• Oversees the maintenance of vacancy announcement files and tracking status of vacancy announcements.
• Reviews and processes personnel actions through Umoja.
• Coordinates with counterparts on separation of staff members and initiates e-Clearances and related actions; processes separation and related entitlements; calculates estimates of termination indemnities and related entitlements for staff members separating on termination.
• Advises staff on visa matters.
Administration of entitlements
• Reviews and processes requests for entitlements and claims including dependency allowance, education grant and mobility and related allowances.
• Maintains Umoja entitlements reference tables.
Staff development and career support training
• Assists in the organization and conducts of training courses and workshops.
• Provides information on training opportunities to Administrative Assistants and counterparts in client department whenever needed.
• Conducts exit interviews for separating staff and assists him/her in final arrangements.
• Maintains HR related automated systems and applications including automated databases containing HR related statistics and prepares periodic reports.
• Provides general office support services; processes, drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; performs budget preparation, input monitoring and implementation in Umoja, etc.; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.
• Prepares written response to queries concerning HR related matters.
• Trains and provides supervision to new and lower-level staff in the unit.
• Performs other 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. 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.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
High school diploma or equivalent is required.
At least seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.
At least three (3) years of experience in human resources functions within the United Nations Common System or similar international organization is required.
Experience with online recruitment systems and ERP systems (such as Inspira or Umoja or similar) is required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. The contract will be administered by United Nations Development Programme (UNDP) on behalf of OCHA.
Appointment against this post is on a local basis.
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 in its staff. Female candidates are strongly encouraged to apply for this position.
An impeccable record for integrity and professional ethical standards is essential.
Candidates for the General Service category shall be of the nationality of the country where this position is located (limited to Kenyan nationals).
United Nations Considerations
According to article 101, 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 “sexual exploitation” 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 “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” 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 perpetrator’s 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/2023/3 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 “Manuals” in the “Help” 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.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.