HUMAN RESOURCES ASSISTANT (Temporary)

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. This role is situated within the Human Resources Management Service (HRMS) of UNON.

Job Purpose

The Human Resources Assistant, reporting to the Team Lead or Section Chief in the Staff Benefits and Entitlements Section (SBE), plays a crucial role in supporting HR operations at UNON. The purpose of this role is to efficiently manage administrative processes related to staff contracts, movements, benefits, and entitlements. This includes onboarding new staff, processing personnel actions, managing contract renewals, and assisting staff with documentation for benefits and pensions. The assistant ensures accurate record-keeping, timely processing of entitlements, and adherence to established HR policies and procedures, contributing to the smooth functioning of the HRMS and supporting UNON's mandate.

Responsibilities

Administer contracts and staff movements by managing onboarding, processing personnel actions, issuing appointment letters, monitoring contracts, and handling staff movements and inter-agency agreements. Process off-boarding actions for separating staff. Assist staff with benefits and entitlements documentation, providing guidance, reviewing submissions for accuracy, and following up on missing information. Administer benefits and entitlements by maintaining staff status, monitoring dependent entitlements, responding to queries, processing entitlement-related actions in the ERP system, and reviewing/approving time and attendance requests. Monitor annual declarations and prepare documentation for health insurance and pension funds. Perform other duties including maintaining HR records, updating information materials, and participating in HR projects and data reconciliation exercises.

Work Experience

A minimum of five years of progressive experience in human resources management or administrative services is required. This is reduced to three years with a first-level university degree. One year of experience in administering staff benefits and entitlements is mandatory. Experience with ERP systems (e.g., Umoja, SAP) and data analytics is desirable.

Skills

Professionalism, Planning & Organizing, Client Orientation, HR policies and procedures, data analysis and interpretation, initiative, problem-solving, communication, and attention to detail.

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