HR Assistant

E (most hardship)Non Family with Residential LocationNon Family with Residential LocationNairobi (CO), KenyaGS4General Service

Reason

Regular > Regular AssignmentNo2025-04-01December 31, 2024

Human Resources Assistant

Organizational Setting and Work Relationships
Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer/Associate, 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
- Provide clerical support in the recruitment, assignment, reassignment and separation of local general service staff.
- Assist in processing local staff members' contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures.
- Provide advice to staff members on their rights, obligations, benefits and entitlements according to the UN/UNHCR staff rules and regulations.
- Assist newly arrived international staff with administrative formalities related to their accreditations, security/ground passes, arrange travel and hotel reservations. Assist with shipment of their personal effects in coordination with the logistics section.
- Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations.
- 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 G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
Not specified.

Certificates and/or Licenses
Not specified.

Relevant Job Experience
Essential
Not specified.

Desirable
Field experience with UNHCR and/or with other humanitarian organizations is an asset. Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization. High IT affinity and working experience of ERP systems.

Functional Skills
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-Computer Literacy
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 should have proven experience in staff administration process.
Field experience with UNHCR is desirable
Candidate must be flexible as she/he will be required to perform other duties as assigned by the supervisor and willing to learn
May be required to work under pressure
Candidate should be a team player

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Operational context

Occupational Safety and Health Considerations:

To view occupational health and safety considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

Reporting to the Admin Officer, the position provides day to day support to over 120 UNHCR staff and Affiliate Workforce as indicated in the job description and additionally tracks staff presence and absence by preparing offline records related to international staff R&R, national staff special time off combined with other forms of absences.  The incumbent ensures staff manually certify their return to the duty station and ensures that any additional unapproved or unrecorded absences are duly reflected in WD. Staffing lists are updated frequently and managers reminded of impending expiration of AWF contracts and assisted in preparing extension or non-extension documentation.

The incumbent liaises closely with Protection and Operations Units in recruitment processes for Interpreters and other Individual Contractors and provides support in advertising, interviewing, selecting and preparing Purchase Orders for AWF as guided by the supervisor. It is expected that the position provides back up support in the absence of Senior HR Assistant. The incumbent will work closely with UNJMS and Medical Services to prepare administrative documents in regard to medical evacuations and Other Medical Travels and ensure documentation and arrangements are completed in a timely manner. The incumbent will be in charge of HR archive and updating personnel files. She/he will be responsible for onboarding and offboarding of AWF and guiding on entitlements.

Living and Working Conditions:

Kenya is an open country that enjoys social stability resulting from the smooth functioning of state institutions. Kenya is also provided with a good level of infrastructure (e.g. roads, distribution of water, electricity, etc.) and a popular tourist destination. The current Security Level in the capital and in SRM Area 1A: Northern Rift Valley (Kakuma, Lodwar) is Moderate -3. All United Nations personnel must scrupulously comply with UNDSS procedures and recommendations during their assignment to Kakuma, Kenya. Thefts and burglary are the main incidents against UN personnel.

Kakuma city is a non-family duty station with a hardship classified D, its living conditions are difficult, but the social climate is calm. The weather is hot, dry and sunny hence no heavy clothes would be recommended. Windy storms are common during the months of December and more pronounced in January till March.

Staff live in UNHCR-provided accommodation, which was constructed in 2001, the condition of these houses has improved with time as renovations and painting has been carried out in the past. The accommodation facilities are generally acceptable condition with minimal standard. The incumbent will be briefed deeply on conditions of accommodations, laundry, meals, communications, air and road transports, recreations, and others relevant information. However, staff members are charged rental fee predetermined by the organization paid upfront on monthly basis.

The currency used in Kenya is Kenyan Shilling (KES). It is also possible to withdraw cash from automatic telling machines found in all banks here in Kakuma. There are limited banking facilities at Kakuma with two banks (Equity & Kenya Commercial Bank having branches locally

Internet and communications networks are available at the compound with fairly speed. the mobile telephone network remains stable with 3G.

Climatic conditions are relatively harsh, and despite fumigation of the compound, insects and even snakes are present in the environment on seasonal climate changes.

UNHCR has established satellite level 1 JMS medical clinic in the compound following COVID-19 situation readily available 24/7 hours, there is also Kakuma Mission Hospital where a doctor/Surgeon is deployed and paid for by UNHCR provide assistance to refugees, but special arrangements can be made during emergencies for staff members. There are also some pharmacies within Kakuma with basic medical facilities. Evacuation opportunities are limited. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. The yellow fever vaccine is compulsory and vaccination cards should be updated. Vaccinations against Meningococcal Meningitis and Hepatitis A and B are also recommended. The basic drugs are available in pharmacies, but it is recommended to bring specific prescription drugs.

Additional Qualifications

Skills

IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Certifications

Competencies

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

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

Compendium

Additional Information

This position doesn't require a functional clearance