Description:
Job Opening number
11-HRE-UN OFFICE AT NAIROBI-18438-R-NAIROBI
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the
UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). These three posts are located in the United Nations Office at Nairobi (UNON) in the Staff Administration Section (SAS) of Human Resources Management Service (HRMS).
Responsibilities
Under the general supervision of the Chief, (SAS) and direct supervision of the Human Resources Officer, the incumbent will perform the following duties:
1. Appointment:
Ensure that the required documents of selected candidate are complete and information provided is consistent; Evaluate the candidate’s qualification and work experience to determine the grade and step of the contract in accordance with the UN Guidelines and vacancy announcement; Arrange for medical clearance; Prepare travel authorization and follow-up with the Travel and Transport Section on the travel arrangements made; Provide information to candidates on entitlements and conditions of appointment required.
2. Staff Administration:
Conduct induction sessions to newly appointed staff member; Process salary advances for newly recruited staff members Assignment Grant (if applicable) and forward to Payroll Unit; Ensure that new staff member submits essential documents required to support benefits, allowances and entitlements; Process Personnel Action (PA) in Information Management Integrated System (IMIS)for initial appointment and prepare letters of appointment; Follow-up with newly appointed staff member to submit travel claim if applicable.
3. Education Grant:
Check Education Grant submissions and supporting documents for correctness; Verify eligibility of dependents; calculate and verify payments due and forward to Payroll Unit; Provide advice to staff members on education grants entitlements as appropriate.
4. Contract Extension:
Take necessary action for contract extension and reassignment, initiate requests for extension and prepare Personnel Action on IMIS; Process formalities for staff members separating from the Organization, inform them of their entitlements, arrange debriefings, prepare Payroll Clearance form and Personnel Action in IMIS for forwarding to Payroll Unit for settlement; Prepare relevant pension documents for processing pension payments; prepare travel authorization for arrangement by the Travel and Transport Section and prepare documents for payment of Repatriation Grant.
5. Perform other related duties as assigned.
Competencies
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; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Demonstrates openness in sharing information and keeping people informed.
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.
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.
Education
Completion of secondary education or equivalent. Additional technical training in the field of administration and human resources management is highly desirable.
Work Experience
A minimum of six years of progressively responsible experience in administration services, human resources management or other related fields.
Languages
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 United Nations Officials language is an advantage.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.
Special Notice
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
No Fee
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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