UN Jobs – Human Resources Assistant at United Nations Office for Project Services (UNOPS)

Organization: United Nations
Office for Project Services (UNOPS)
Duty Station: Entebbe,
Grade Level: FS-5
Reports to: UNOPS Service
Line Manager
About UNOPS:
United Nations
Office for Project Services (UNOPS)’ mission is to expand the capacity of the
UN system and its partners to implement peace building, humanitarian and
development operations that matter for people in need. Working in some of the
world’s most challenging environments, UNOPS vision is to always satisfy
partners with management services that meet world-class standards of quality,
speed and cost effectiveness. By assisting UN organizations, international
financial institutions, governments and other development partners, UNOPS makes
significant, tangible contributions to results on the ground.
About DFS – UNSOA:
The United
Nations Department of Field Support, Information and Communications Technology
Division (UN DFS-ICTD) is responsible for the delivery of applications that
satisfy the requirements of the Departments of Peacekeeping Operations and
Field Support (DPKO/DFS) missions as well as Special Political Missions (SPMs).
The United Nations Support Office for AMISOM (UNSOA) is a field support
operation led by the United Nations Department of Field Support (DFS) under UN
security Council Resolution 1863 (2009) mandated to deliver a logistics
capacity support package to AMISOM (African Union Mission in Somalia), as well
as to provide operational support to other East African missions. The logistics
package consists of equipment and mission support services, including ICT
infrastructure, systems and software applications in support of United Nations
peacekeeping operations, DFS and DPI in the region. UNSOA is headquartered in
Nairobi, Kenya with logistics operations facilitated through Mombasa, Kenya and
Mogadishu, Somalia. In addition, as a member of the East African Missions and
Region 2, UNSOA is a beneficiary of centralized ICT services provided by the
Regional ICT Services (RICTS) office of the Regional Service Centre Entebbe
(RSCE). These services include ICT Technical & Signals Training,
Applications Implementation, Autonomous ICT Communications, ICT Security &
Compliance, and Physical ICT Security and Surveillance. As per GA A/67/723,
there is no separate funding assessment made for the RSCE. Each mission
contributes a portion of its budget and personnel to enable the services of the
RSCE. UNOPS has been requested to assist in the implementation of this
Key Duties and Responsibilities: 
Recruitment and Placement:
Actively participate in the selection of candidates;
including conducting roster searches for applicants and identifying short-lists
of candidates, evaluating and screening applications, generating personal
history profiles of candidates, facilitating the interview process and acting
as ex-officio.
Render support in the filling of vacant posts for
all categories, including initiating and following-up on reference checks and
academic qualifications, ensuring the completion of the pre-recruitment
formalities, calculating salaries and related benefits, and preparing and
dispatching offers of appointment and Statement of Emoluments.
Offer input into policy development for HR policies
for staff in the Field Service, General Service and related categories.
Schedule and coordinate entry tests for
locally-recruited staff.
Manage and support the maintenance of vacancy
announcement files, staffing tables and tracking of status of recruitment
Keenly review and process personnel actions through
Guide staff on visa matters.
Administration of Entitlements:
Regularly review and process data pertaining to
conditions of service.
Review and process requests for a wide range of
entitlements and exceptions to the Staff Rules and Regulations, e.g. travel
entitlements, currency of payment of emoluments and rental subsidy.
Actively monitor issues on conditions of service of
staff and advise the supervisor of any developments.
Advise staff on conditions of service and
Staff Development and Career Support Training:
Render support in the development and tracking of
career development programmes in liaison with the mission training focal
points, the DFS Career Development Unit and the Field Career Development
Provide initial advice and answer general queries on
career development issues in liaison with the DFS Career Development Unit and
the Field Career Development Officers.
Assist in the preparation of training material by providing
input where appropriate
Support the Field Career Development Officer in
retrenchment exercises with regards to drawing down/ downsizing and expanding
missions in identifying staff and positions concerned as well as relevant
Manage the maintenance of automated databases and
the centralized reference and filing systems by reviewing and approving entries
by lower-level staff, ensuring that information is accurately and timely
Coordinate with Budget Section in preparation of the
staffing component of mission’s annual budget.
Carry out research on a range of Human Resources
related issues and prepares notes/reports.
Undertake research on precedents, policy rulings and
Compile data from different sources and prepare
statistical reports on Human Resources related issues.
Research background information and draft
information circulars on Human Resources related issues.
Conduct exit briefings for separating staff and assist
them in final arrangements.
Provide general office support services; process,
draft, edit, proofread and finalize for signature/approval a variety of
correspondence and other communications; perform budget preparation, input,
monitoring and implementation in information systems, sets up and maintains
files/records (electronic and paper); schedules appointments/meetings, monitors
Prepare written responses to queries concerning Human
Resources related matters.
Distribute routine work to junior support staff,
ensuring efficient and timely execution of the work.
Mentor, train and provide supervision to lower-level
staff in the unit.
Assist in reviewing and monitoring of staffing
related costs and expenditures in UMOJA in line with funds allotment, ensuring
that funds for staffing costs are available, and where necessary alerts Human
Resources Officer to follow up with Finance and Budget Office to deploy funds
to meet any shortfall;
Ensures that expenditures related to staffing are
within the budgeted staffing costs, coordinating with the Finance and Budget
Units at both the mission and Headquarter levels to ensure availability of
Ensures that expenditures related to staffing are
within the budgeted staffing costs, coordinating with the HRO and Finance and
Budget Units to ensure availability of funds;
Qualifications, Skills and
The ideal job holder for the United Nations Human
Resources Assistant should hold a High school or equivalent diploma is
required. Technical or vocational certificate in human resources, business
administration or personnel administration is a requirement.
At least eight years of progressively responsible
experience in human resources management or other related fields.
A minimum of two years of experience in the use of
FSS and UMOJA is desirable.
Prior experience in the United Nations or Agencies
in the East African Region is desirable.
Languages: English and
French are the working languages of the United Nations Secretariat. For this
position, fluency in oral and written English is required. Knowledge of a
second official United Nations language is an advantage
Personal Competencies:
Professionalism: Substantive
experience in, and thorough knowledge of, administrative functions (e.g.,
budget/ work programme, human resources, database management, etc). Extensive
knowledge, regarding the application of financial, and staff regulations and
rules. The skills and ability to analyze and interpret financial data. Ability
to manage processes, maintain accurate records, interpret/analyse a wide
variety of data, and identify/resolve data discrepancies and activity problems.
Familiarity with all of the unit’s business operations and objectives. High
degree of commitment to ensure the proper use of the unit’s financial
resources. Shows pride in work and in achievements; demonstrates professional
competence and mastery of subject matter; is conscientious and efficient in
meeting commitments, observing deadlines and achieving results; is motivated by
professional rather than personal concerns; shows persistence when faced with
difficult problems or challenges; remains calm in stressful situations. Takes
responsibility for incorporating gender perspectives and ensuring the equal
participation of women and men in all area of work.
Planning and Organizing: Develops clear
goals that are consistent with agreed strategies; identifies priority
activities and assignments; adjusts priorities as required; allocates
appropriate amount of time and resources for completing work; foresees risks
and allows for contingencies when planning; monitors and adjusts plans and
actions as necessary; uses time efficiently.
Client Orientation: Considers all
those to whom services are provided to be “clients” and seeks to see things
from clients’ point of view; establishes and maintains productive partnerships
with clients by gaining their trust and respect; identifies clients’ needs and
matches them to appropriate solutions; monitors ongoing developments inside and
outside the clients’ environment to keep informed and anticipate problems;
keeps clients informed of progress or setbacks in projects; meets timeline for
delivery of products or services to client.
NB: The United Nations does not charge a fee at any
stage of the recruitment process (application, interview meeting, processing,
or training). The United Nations does not concern itself with information on
applicants’ bank accounts.
How to Apply:
All suitably
qualified and interested candidates desiring to serve the United Nations Office
for Project Services (UNOPS) as the Human Resources Assistant should express
their interest by visiting the UN recruitment website and clicking Apply Now.
Deadline: 5th November, 2015

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