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Job Title:    Human Resources Assistant (UN Jobs)

Organisation: United Nations Regional Service Centre Entebbe (RSCE)

Duty Station:  Entebbe, Uganda

Reports to: Service Line Manager

Grade: G5

Job Opening Number: 23-Human Resources-RSCE-202004-J-Entebbe (R)

About US:

The Regional Service Centre in Entebbe, Uganda (RSCE) was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.

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.

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Qualifications, Skills and Experience:

• The applicant for the United Nations Regional Service Centre Entebbe (RSCE) Human Resources Assistant job must hold a High school diploma or equivalent. Required. An additional qualification or certification in human resources is desirable.
• At least five 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: 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 candidates who wish to join the United Nations should apply online at the link below.

Click Here

Deadline: 27^th February 2023

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