HUMAN RESOURCES ASSISTANT

Organizational Context

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities, serving as the UN system's focal point for urbanization and human settlement matters. It works to build inclusive, safe, resilient, and sustainable communities, promoting urbanization as a positive transformative force. This role is within the Human Resources Management Section, Corporate Management Division, in Nairobi.

Job Purpose

The Human Resources Assistant plays a pivotal role in supporting the efficient and compliant functioning of the Human Resources Management Section. This position is instrumental in facilitating various HR processes, including comprehensive recruitment, placement, and contract administration, ensuring strict adherence to established organizational policies and procedures. The incumbent contributes significantly to staff development and career support by meticulously organizing training sessions, workshops, and related activities. Furthermore, the role involves maintaining accurate workforce data, compiling insightful HR reports, and providing essential administrative and logistical support across all human resource functions. By serving as a central coordination focal point and offering clear guidance on administrative practices, this role ensures smooth and effective HR operations, directly contributing to a well-managed, supported, and compliant workforce that enables UN-Habitat to achieve its mandate of promoting sustainable urbanization globally.

Responsibilities

The incumbent will primarily assist with recruitment and placement activities, including preparing Terms of Reference, job descriptions, and maintaining tracking systems for staffing actions. This involves compiling and presenting HR data, retrieving staff records, and reviewing recruitment and separation processes to ensure policy compliance. The role also monitors leave management records in Umoja, ensuring staff adherence to rules, and collects, organizes, and maintains workforce data for periodic HR reports. In contract administration, the assistant initiates, processes, monitors, and follows up on actions related to recruitment, placement, promotion, contract extensions, and separations, while providing guidance to staff on administrative procedures. For staff development and career support, duties include organizing meetings, workshops, and training sessions, preparing supporting documentation, and coordinating with various offices on HR matters. The role also supports classification by assisting in reviewing requests and providing advice on procedures. General responsibilities encompass providing office support, drafting correspondence, maintaining records, scheduling, conducting research on HR issues, preparing briefing notes and presentations, and performing various administrative tasks, potentially guiding less experienced staff. Data collection, analysis, and visualization for reporting and knowledge management are also key.

Work Experience

A minimum of five years of experience in human resources management, administrative services, or a related area is required, reduced to three years for candidates with a first-level university degree. Essential experience includes working within the UN Common system or similar international organizations, with at least one year supporting regional and country offices in HR or administration. Proficiency in recruitment tools like PeopleSoft or Inspira is mandatory. One year or more of experience in data analytics is desirable.

Skills

Professionalism: Knowledge of HR and administrative policies, data analysis, initiative, conscientiousness, efficiency, persistence, and commitment to gender equality. Teamwork: Collaboration, valuing others' input, willingness to learn, supporting group decisions, and shared responsibility. Planning and Organizing: Goal setting, prioritizing, resource allocation, risk foresight, monitoring, and efficient time management.

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