HUMAN RESOURCES ASSISTANT
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
This position is located in the Human Resources Section, Corporate Services Division, UNEP at the Nairobi duty station.
Under the supervision of the Chief, Human Resources Section and Administrative Officer in charge of the Specialist Support Unit, the Human Resources Assistant will within delegated authority, be responsible for the following duties:
1. weWork HR-ticketing Tool
a. Supports by monitoring the weWork tool for incoming requests, assessing their relevance and urgency, and directing them to the appropriate stakeholders or Offices for further action.
b. Undertakes research on a range of HR-related issues and prepares notes/short reports associated with the weWork tickets.
c. Maintains and tracks key metrics in the weWork database containing HR-related statistics and prepares periodic reports to HR management.
2. Staffing Table, Post Management, and Classification
a. Supports the Office's planning process throughout the lifecycle by preparing documentation and data as well as initial reviews on staffing requirements and organizational structure. Ensures that management of posts is conducted in line with established standard procedures, and processes related to transactions in Umoja.
b. Support organizational management and staffing table management activities in Umoja through the creation, monitoring, and updating or expiration of organization units and positions in line with the authorized staffing table.
c. Support preparation of vacancy reports, statistics on staffing tables, and standardized and other HR reports to senior management and other stakeholders. Prepares reports on staffing components and post-incumbency.
d. Coordinates in collaboration with relevant stakeholders, on a wide range of complex issues related to human resources management. Coordinates with service providers and liaises in-house to ensure staffing and post-changes are implemented.
e. Contributes to the drafting of standard operating procedures (SOPs) on related matters of human resources management.
f. Assists in reviewing and processing requests for classification. Provides advice and answers general queries on classification procedures and processes.
3. Staff Development and Performance Management
a. Assists in the organization and conduct of training courses and workshops.
b. Assists in the monitoring of UNEP compliance with performance management; brings any concern to the attention of the Administrative Officer and proposes corrective action.
c. Delivers ad-hoc virtual step-by-step training and guidance sessions to clients to facilitate the work in their assigned roles (recruiters, HR Focal points)
d. Creates, updates, and disseminates training and guidance material including step-by-step guides, checklists, and aide-memories.
e. Provides logistics and administrative support to trainers.
f. Perform a variety of administrative duties (e.g., Time Administrator for the Division, leave recording, request for office supplies and equipment).
a. Participates in the selection of candidates for secretarial, clerical, and related categories positions, including evaluating and screening applications of such candidates, preparing profiles of candidates, conducting preliminary interviews, conducting roster searches for vacancies, and identifying short-lists of candidates.
b. Assists in organizing and coordinating competitive recruitment examinations.
c. Oversees the maintenance of vacancy announcement files and tracks the status of vacancy announcements.
d. Serves as backup to the other Human Resources Assistant in the unit as needed.
e. Performs other duties as required.
a. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
b. Assists with visualizations and updating information material such as web pages or brochures.
PROFESSIONALISM: Knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Ability to perform a broad range of administrative functions, e.g., budge t/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
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.Job - Specific Qualification
A bachelor’s degree in human resources, business administration and other related area is desirable.
Supplemental training in human resources, administration or related area is required.
A minimum of seven (7) years of progressive work experience in human resources, administration, or related field is required out of which two (2) years should be in recruitment. The minimum no. of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
Experience in an online platform tool such as iNeed/weWork tools to receive, review, summarize and assign incoming Human Resources related requests for approvals is required.
Experience in the use of recruitment and outreach tools like PeopleSoft (UN Inspira) is required.
Experience in using Enterprise Resource Planning (ERP) systems such as Systems Applications and Products (SAP) is required.
Experience in staffing table, organizational unit management, and the classification process, are desirable.
Experience in the preparation of Human Resources statistical reports is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
NOTE: ''Fluency'' equals a rating of ''fluent'' in all four areas (read, write, speak, understand) and ''Knowledge of'' equals a rating of ''confident'' in two of the four areas.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
Appointment against this post is for an initial period of one (1) year and may be subject to extension.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.
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.
Internal Applicants – when completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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