Human Resources Assistant Job, Nairobi

Closing Date: Monday, 12 April 2010

Location :	Nairobi, KENYA
Application Deadline :	12-Apr-10
Additional Category	Management
Type of Contract :	Service Contract
Languages Required :	English
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Background
UNIFEM is the United Nation's Development fund for Women with the objective of providing financial and technical assistance to innovative programs and strategies that promote women's human rights, political participation and economic security. UNIFEM East and Horn of Africa Regional Office invites applications from suitably qualified persons for the position of a HR Assistant. Under the guidance and supervision of the Operations Manager, the HR Assistant provides HR and travel management services ensuring high quality, accuracy and consistency of work. The HR Assistant promotes a client-oriented approach consistent with rules and regulations in the Unit.   The HR Assistant works in close collaboration with the operations, programme and projects' staff in the SRO and UNIFEM HQs staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions: Implementation of HR strategies Implementation of HR services Support to UN-related surveys Travel Management Support to staff with personal learning plans in cooperation with management, develop a learning plan for the organization. 1. Ensures implementation of HR strategies focusing on achievement of the following results: Full compliance of HR processes and records with UN/UNIFEM rules, regulations, policies and strategies; Involved in the mapping of business processes in the SRO and ensure that HR management is consistent with the Standard Operating Procedures of the organization. 2. Implements HR services for the Sub-Regional Office focusing on achievement of the following results: Preparation of draft job descriptions, vacancy announcements, compiling matrixes, performing functions of observer in interview panels as required. Preparation of contracts (100/300 SSAs, SCs). Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas. Maintenance of the SRO staffing table. Leave monitor for the Sub-Region Collection of background information for submissions to the Local Appointment and Promotion Board (LAPB). Update of the SRO rosters. Maintenance of proper filing system for HR records and documents.   3. Ensures proper staff performance management and career development focusing on  achievement of the following  results: Provision of background information to CRG; Provision of background information for drafting Whole Office Learning plan and individual learning plans. 4. Ensures conduct of UN-related surveys focusing on achievement of the following results: Collection of information for comprehensive and interim local salary, participation in the work of LSSC, hardship and place-to-place surveys. 5. Supports travel management processes for Regional office focusing on achievement of the following results: Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price; Provision of information to the staff on travel including entitlements, travel route and hotel arrangement; Arrangements for security clearance when required; Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices; Hotel reservations for visiting UN/UNIFEM officials; Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff; Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary; Processing of application and renewal of UNLP for UN staff; Preparation of routine correspondence, faxes, memoranda and reports in accordance with SOP; Reconciliation of settlements to be paid by the Finance Unit. 6. Supports knowledge building and knowledge sharing in the SRO focusing on achievement of the following results: Participation in the HR training programmes for the operations/projects staff.
Competencies
Corporate Competencies: Demonstrates commitment to UNIFEM's mission, vision and values; Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies: Knowledge Management and Learning Shares knowledge and experience Develops basic knowledge of one or two Practice Areas Promotes a learning environment in the office Provides helpful feedback and advice to others in the office 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 related HR management, including screening, collecting and preparation of documentation, data input, creation of position, transactions tracking, filing, provision of information Strong IT skills Ability to provide input to business processes re-engineering, implementation of new system Leadership and Self-Management Focuses on result for the client Consistently approaches work with energy and a positive, constructive attitude Demonstrates strong oral and written communication skills Remains calm, in control and good humored even under pressure Demonstrates openness to change and ability to manage complexities Responds positively to critical feedback and differing points of view Solicits feedback from staff about the impact of his/her own behavior
Required Skills and Experience
Education: Secondary Education with specialized certification in HR. University Degree in Business or Public Administration would be desirable, but it is not a requirement. Experience: 3 to 5 years of relevant HR and administration experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems. Language Requirements: Fluency in English. Only nationals of the country are eligible to apply. Applications should be submitted on line and must include the UNIFEM Personal History Form (P11) posted at http://www.unifem.org/attachments/about/employment/UNIFEM_personal_history_form_P11.doc
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.