Administration and Human Resources Assistant

Organizational Context

The United Nations Development Programme (UNDP) operates in 170 countries, focusing on poverty eradication and environmental protection. In Kenya, UNDP's primary objective is to eliminate poverty within the framework of sustainable development and the Sustainable Development Goals. A significant focus is placed on Democratic Governance, supporting national reforms aligned with Vision 2030. The NextGen.Ke programme specifically requires robust human resources support to manage rapid recruitment and onboarding of personnel, ensuring fair, documented, and efficient processes.

Job Purpose

The Administration and Human Resources Assistant will provide essential administrative and coordination support to the NextGen.Ke programme, a large-scale initiative involving rapid recruitment and onboarding of diverse personnel, including interns, volunteers, and staff. This role is crucial for ensuring that all human resources functions, particularly recruitment, onboarding, record-keeping, and personnel administration, are managed efficiently and consistently. The objective is to facilitate smooth programme delivery by maintaining accurate documentation, transparent processes, and timely support, ensuring the Project Management Unit is adequately staffed and operational throughout the programme's lifecycle.

Responsibilities

Under the supervision of the NextGEN Project Manager, the UN Volunteer will support recruitment processes by preparing and posting vacancies, longlisting candidates, scheduling interviews, and communicating with applicants. Responsibilities include coordinating the onboarding of new personnel by preparing induction materials and collecting necessary documentation. The role involves maintaining accurate, confidential personnel records, contracts, and attendance information. Additionally, the Assistant will support contract administration, including tracking renewals and flagging upcoming expiries. Ensuring recruitment and personnel processes are transparent, merit-based, and adhere to gender balance and inclusion commitments is key. General administrative support, such as preparing simple reports and correspondence, will also be provided.

Work Experience

No prior experience is required. However, practical experience in human resources, administration, or coordination through internships or volunteer work is desirable. Competence with standard office software, database management, and strong communication skills are needed. Discretion, organizational skills, attention to detail, and a collaborative approach are essential.

Skills

Key competencies include accountability, adaptability, flexibility, creativity, judgment, decision-making, planning, organization, professionalism, and self-management. Specific skills in administration and business management are also relevant. A commitment to UNV values and a service-oriented manner are expected.

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