Senior Human Resources Assistant

E (most hardship)

Non Family with Residential LocationNon Family with Residential LocationDanger Pay

Nairobi (CO), Kenya

GS5

General Service

Reason

Regular > Regular Assignment

No

2025-04-01

November 28, 2024

Senior Human Resources Assistant

Organizational Setting and Work Relationships
Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR).

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
- Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff.
- Process local staff members' contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures.
- Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office.
- Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations.
- Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations
- Assist with shipment of their personal effects in coordination with the logistics section.
- Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency.
- Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records.
- Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.
- Initiate routine correspondence on HR matters for the authorizing officer's approval.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses
Secretarial Administrative
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.

Desirable
Field experience with UNHCR and/or with other humanitarian organizations is an asset.
High IT affinity and working experience of PeopleSoft/MSRP.

Functional Skills
IT-Computer Literacy
PG-Resource planning
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
HR-PeopleSoft Human Capital Management
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-Enterprise Resource Planning (ERP)
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

The incumbent will work under the direct supervision of the Senior Human Resources Associate and the general guidance of the Administrative Officer, who sets overall work objectives and provides necessary advice.

The incumbent of the position should possess solid and extensive knowledge in the administration of Human Resources, with proven hands-on experience in supporting the entire employee lifecycle. This includes recruitment, onboarding, performance management, and offboarding in accordance with UNHCR’s HR Administrative Instructions and Policies. Additionally, experience with HR software and tools such as Workday, Cloud ERP, and Oracle, along with familiarity in administering the Medical Insurance Plan (MIP) while having advanced skills in MS Office, analyzing HR data, tracking HR metrics, and generating reports, is highly required.

Given the operation's complex and dynamic structure, the incumbent must demonstrate excellent organizational and multitasking abilities to manage competing priorities and deadlines efficiently, maintain a high level of accuracy in employee records, and ensure compliance with policies and regulations.

Moreover, the incumbent should possess exceptional communication skills, the ability to handle sensitive issues with confidentiality and diplomacy, and the capacity to work effectively within a diverse team, fostering an inclusive and collaborative work environment.

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

 

Additional Qualifications

Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), HR-PeopleSoft Human Capital Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Certifications

Administration - Other, Secretarial - Other

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

The testing of shortlisted candidates is optional.

This position doesn't require a functional clearance