HUMAN RESOURCES ASSISTANT (Duration 6 months)

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, supporting global programme implementation for UNEP, RCS, and UN-Habitat. It provides essential administrative, conference, and information services to UN offices in Kenya and globally. This role is situated within UNON's Human Resources Management Service, specifically in the Staff Benefits and Entitlements Section.

Job Purpose

This Human Resources Assistant role at UNON focuses on the administration of staff entitlements and benefits within the Staff Benefits and Entitlements Section. The incumbent will manage onboarding processes, personnel actions, and the issuance of appointment letters. Key responsibilities include monitoring contract expirations, processing extensions, and conducting eligibility reviews. The role also involves managing staff movements, processing off-boarding actions, and preparing documentation for the Pension Fund. Additionally, the assistant will advise staff on entitlements, maintain family status records, and approve time and attendance requests. A significant part of the role involves monitoring HR regulations compliance, analyzing data, preparing reports, and maintaining information materials, all while supporting the efficient functioning of the HRMS.

Responsibilities

Administer staff entitlements and benefits, including processing personnel actions for onboarding, contract extensions, and off-boarding. Issue Letters of Appointment, conduct orientation training, and monitor contract expiration dates. Process staff movements, including inter-agency agreements, and manage separation actions. Review and submit documentation to the Pension Fund for enrollment and disability benefits. Advise staff on entitlements and process them in the system, while maintaining family status records and administering dependency entitlements. Approve time and attendance requests, such as parental leave, sick leave, and special leave without pay. Monitor compliance with HR regulations by reviewing personnel actions in ERP systems and ECC reports. Assist in collecting, analyzing, and presenting HR data for reporting and decision-making. Update information materials like web pages and brochures, and document data analysis requirements.

Work Experience

A minimum of seven years of progressive experience in human resources or administrative services is required. This is reduced to five years with a first-level university degree. At least five years of experience in administering staff benefits and entitlements is essential. Experience with ERP systems for personnel actions and client service in UN common system entitlements is desirable, as is one year of data analytics experience.

Skills

Professionalism, Communication, Client Orientation, ability to apply HR rules and regulations, perform administrative/personnel actions, identify issues, use initiative, data analysis and interpretation, meeting commitments, and maintaining composure under stress.

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