HUMAN RESOURCES ASSISTANT (Multiple positions)

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa and the Secretary-General's representative office. UNON provides essential administrative, security, conference, and information services to support UNEP, UN-Habitat, the Resident Coordinator System, and other UN offices in Kenya. The Human Resources Assistant positions are within the Human Resources Management Service (HRMS) of UNON.

Job Purpose

The Human Resources Assistant plays a crucial role in supporting the Human Resources Management Service (HRMS) at the United Nations Office at Nairobi (UNON). This role is vital for the effective administration of staff benefits, entitlements, and personnel actions. The incumbent will manage onboarding processes, process personnel actions, monitor contracts, and handle staff movements, ensuring compliance with UN regulations. Additionally, the assistant will provide guidance to staff on benefits and entitlements, process travel requests, and manage time and attendance records. This position contributes to the smooth operation of HR services, supporting the mandates of UNEP, UN-Habitat, and other UN entities hosted by UNON by ensuring accurate and timely HR support.

Responsibilities

Administer contracts and staff movements, including onboarding selected candidates, processing personnel actions (PAs), issuing appointment letters, monitoring contract expirations, and processing extensions. Manage temporary and permanent staff movements and related administrative actions, including inter-agency agreements, and process off-boarding actions. Assist staff with documentation for benefits and entitlements, providing guidance, reviewing submissions for accuracy, and following up on missing information. Administer benefits and entitlements by maintaining staff personal status, monitoring dependent-related entitlements, and responding to queries based on established policies. Process entitlement-related actions in the ERP system, including travel requests for home leave, family visits, and education grants. Review and approve time and attendance requests, ensuring accuracy and escalating inconsistencies. Monitor annual declarations and prepare documentation for health/life insurance and the pension fund. Assist with data collection, analysis, and presentation for knowledge sharing, ensuring data integrity from systems like Umoja. Maintain HR records and tracking tools, and support HR projects and data clean-up exercises.

Work Experience

A minimum of seven years of progressive experience in human resources management or administrative services is required. This is reduced to five years with a first-level university degree. Five years of experience in administering staff benefits and entitlements for internationally recruited staff in the UN Common System or a similar international organization is mandatory. Experience with an ERP system (e.g., Umoja, SAP) and in data analytics is desirable.

Skills

Professionalism, Communication, Client Orientation, ability to apply UN HR rules and regulations, perform administrative/personnel actions, identify issues and apply judgment, data analysis and interpretation, initiative, conscientiousness, efficiency, persistence, and ability to remain calm under stress.

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