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Job Title:    Human Resources
Assistant

Organization: United
Nations Regional Service Centre Entebbe (RSCE)

Duty Station: Entebbe,
Uganda

Job Opening Number: 20-Human Resources-RSCE-138890-R-Entebbe (O)

Reports to: Chief
of Section

Grade: G5

About US:

The Regional Service
Centre Steering Committee is the decision-making body for RSCE, in compliance
with General Assembly resolutions, United Nations Secretariat rules and
regulations, strategic guidance from United Nations Headquarters and oversight
bodies. The Steering Committee consults with the Global Field Support Strategy
Implementation Coordination Team, as required.

Key Duties and Responsibilities:  Within delegated authority, the incumbent
will be responsible for the following duties:

Recruitment and
placement

·       
Assists
in reviewing draft job openings ensuring that the evaluation criteria and
responsibilities are in line with individual job descriptions;

·       
Assists
with the review of applicants to ensure that candidates meet eligibility
criteria, including requirements stated in the job openings;

·       
Assists
with the scheduling and coordination of assessment of candidates, including
written assessments; competitive recruitment examinations and Competency Based
Interviews;

·       
Initiates
and follows-up on reference checks, in respect of academic verifications and
employment records, ensuring the completion of the pre-recruitment formalities;

·       
Initiates
and prepares offer of appointment, including Statement of Emoluments, for
review by the Human Resources Officer;

·       
Advises
staff and selected candidates on visa procedures and requirements.

Administration of
Entitlements

·       
Assist
in the preparation of staff members’ entitlements including claims, danger pay,
daily subsistence allowance, mission subsistence allowance for Government
provided Personnel and Individual Uniformed Personnel, volunteer living
allowance and any other allowances for payments in conformity and adherence to
applicable United Nations policies e.g. staff rules, financial regulations and
rules, ST/AI issuances or practices, IPSAS policy framework etc.

·       
Process
the entitlements, benefits and payroll for the international and national
civilian staff and non-staff on behalf of the Client Missions and/ or the RSCE,
as well as claims for official travel and expense reimbursements.

·       
Assist
in managing the service line as appropriate in the business processes related
to payroll, leave entitlements, contract extensions, other entitlements,
separations and final payments for civilian staff, non-staff and uniformed
personnel.

·       
Assist
in the processes related to the on-boarding, travel arrangements, payments of
settling-in grants, check-in, check-out and separation activities for civilian
staff, uniformed personnel and non-staff, as well as the installation and
repatriation of recognized dependents.

·       
Monitor
and evaluate the effectiveness of related guidelines, staff rules, HR rules and
regulations, practices and procedures, and make recommendations through the
Chief of Unit where necessary.

·       
Process
and administer end to end entitlements and benefits of International staff
members in the RSCE in an efficient and timely manner, i.e. Personnel
Administration of Contracts, Personnel administration of movements, Time
Management and Separations.

·       
Advise
internal and external clients on Benefits and Entitlements, Staff Rules and
Regulations and HR guidelines and promote a collaborative and client-oriented
approach.

·       
Review
and process requests for entitlements and claims.

·       
Assist
the service line with the administration and certification on the processing of
benefits and entitlements processes in compliance with the Rules and Financial
framework.

·       
Determine,
certify and process financial entitlements related to appointments,
reassignments, ongoing entitlements and salaries.

·       
Ensure
accurate and complete submission of claims and entitlements in compliance with
policy and guidelines.

·       
Review
and recommend revision to Human Resources (HR) policy guidelines relating to
Benefits and entitlements as deemed necessary.

·       
Perform
HR administration of Benefits and Entitlements in Umoja in line with the
delegation of authority, maintain UMOJA entitlements and HR local contracts and
administration roles.

·       
Assist
in the review and processing of data pertaining to conditions of service.

·       
Resolve
queries escalated in iNeed in UMOJA.

General

·       
Provide
general office support services, draft and/ or process a variety of
correspondence and other communications.

·       
Set up
and maintain reference files/ records (electronic and paper).

·       
Schedule
appointments/ meetings, monitors deadlines, etc.

·       
Undertake
research on a range of HR related issues and assists in the preparation of
notes/reports.

·       
Maintain
automated database containing HR related statistics and prepares periodic
reports.

·       
Perform
a variety of administrative duties (e.g. leave recording, request for office
supplies and equipment etc.).

·       
May
provide guidance/ training to less experienced staff.

·       
Perform
other duties as and when required by the Supervisor.

Qualifications, Skills and Experience:

·       
The
ideal candidate for the United Nations Regional Service Centre Entebbe (RSCE)
Human Resources Assistant job placement should hold a High school diploma or equivalent
is required. An additional qualification or certification in human resources is
desirable.

·       
A
minimum of five (5) years of progressively responsible experience in Human
resources management, administrative services or related area is required.

·       
Experience
in the administration of a broad range of staff entitlements and benefits is
required.

·       
Experience
in Human Resources Systems Applications and Products (SAP) or Enterprise
Resource Planning (ERP) software e.g. Umoja or similar is required

·       
Experience
in application of United Nations or similar international organization Staff
Rules and Regulations in an operational environment is desirable.

·       
Experience
in a shared service center is desirable.

·       
Languages:
English and French are the
working languages of the United Nations Secretariat. For the post advertised,
fluency in oral and written English is required. Knowledge of another official
United Nations language is desirable.

Competencies

·       
Professionalism
– Provide direct operational
support to the RSCE and its Client Missions by processing HR related
entitlements and benefits activities, and to all personnel transactions and
contract administration transactions. Knowledge of Human Resources policies,
practices and procedures and ability to apply them in an organizational
setting. Solid knowledge of Systems Applications and Products (SAP) and Umoja.
Ability to identify issues, formulate opinions, draw conclusions and
recommendations. 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 areas of work.

·       
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.

·       
Planning
& 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.

How to Apply:

All suitably
qualified and interested Ugandan candidates should send their applications
through the United Nations online portal at the link below.

Click
Here

Deadline: 8^th September 2020

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