Hardship LevelB
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeNOA
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-01-10
Job Posting End DateJanuary 24, 2024
Standard Job Description
Assistant Human Resources Officer
Organizational Setting and Work Relationships
Assistant Human Resources Officer will function under direct supervision of the (Senior) Administrative or Human Resources Officer. Incumbent will handle HR related activities within the country/ operation, and he/she may directly supervise, coach and guide locally recruited staff responsible for the personnel administration and other HR related matters. He/she will assist the (Senior) Officer responsible for Administration/ Human Resources in the process of staffing and budget reviews, recruitment and appointment of staff, and in the performance management and staff welfare issues. Incumbent will have close working relationship with the staff-related services in UNHCR, such as the Personnel Administration Section (PAS), Affiliate Partnerships and Recruitment Section (APRS). Assignments Management Section (AMS), Talent Development and Performance Section (TDPS), Staff Health & Wellbeing Service (SHWS) and Global Learning and Development Centre (GLDC).
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 input in the preparation of the annual operations programme review submissions, and in the review of the training needs of the staff, making appropriate proposals to meet identified needs.
- Advise and counsel staff members on their rights, obligations, benefits and entitlements in line with UN/UNHCR staff rules and regulations.
- Assist in timely advertising and filling of General Service and National Officer vacancies. Prepare submissions for the review by the local Assignments Committee (AC). Process recruitment, assignment and reassignment of local staff for the country operation, in accordance with UN/UNHCR rules and procedures.
- Conduct regular audit and verification of personnel records in the office, including audit of MSRP entries into HR module, as well as of the attendance, overtime and leave records. Monitor maintenance of the daily tracking system to ensure accurate information is provided on staff and families in case of emergency. Provide support, guidance and training to all staff performing personnel administration and other HR related functions.
- Brief newly-arrived international staff on related administrative formalities; process and follow up on their accreditations and other related documents, and arrange for their onward travel to the field office, if applicable.
- Supervise administration of UNHCR medical insurance plan for locally recruited staff. Assist staff and dependants in case of medical evacuation.
- Assist in HR related activities of the security evacuation plan, ensuring relocations/evacuations are managed and administered in line with the provisions of the UN Security Management System Policy.
- Maintain liaison with the support sections and divisions at headquarters, specifically with DHRM, on matters related to the recruitment and personnel administration support, medical and other issues of staff welfare and safety.
- Enforce local compliance with the UN/UNHCR staff rules and regulations, as well as with the performance management system.
- Clear issuance and extension of contracts for locally recruited staff.
- Clear payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.
- 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).
Minimum Qualifications
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree
Field(s) of Education
Human Resources Management; Law; Administration; or other relevant field.
Certificates and/or Licenses
Not specified.
Relevant Job Experience
Essential
Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.
Desirable
Knowledge of UN/UNHCR field operational realities, especially in hardship duty stations. Field experience with UNHCR and/or with other humanitarian organizations is an asset. High IT affinity and working experience of PeopleSoft/MSRP HR module, as well as with MSRP Financials and Focus.
Functional Skills
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
HR-PeopleSoft Human Capital Management
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
PG-Resource planning
FO-Operational activities in hardship duty stations
(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.
Desired Candidate Profile The incumbent should have extensive human resources experience preferably with UN/UNHCR with demonstrated understanding of the fundamentals of human resources management. She/he is expected to be highly flexible and able to cope with multiple requests. He/she should have the ability to work under pressure and to produce quality output within strict deadlines. The position requires the incumbent to facilitate processes and the ability to multi-task is required/necessary, while ensuring careful attention to detail, with a high degree of patience; flexibility; tact and diplomacy; work under minimum supervision meaning he/she should be good at organizational skills, have initiative and anticipate HR actions required in advance without prompting. He/she may be required to supervise some HR colleagues and act as a back-up for the Assc. HR Officer in their absence.
Due to the nature of work, s/he must have proven cultural flexibility, professionalism, integrity, confidentiality, and respect for diversity. S/he must have analytical thinking, excellent planning and organizational skills, excellent communication skills both written and verbal, interpersonal skills, provide high quality work within deadlines as well as excellent drafting skills.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Kenya is hosting around 700,000 refugees, residing mainly in refugee camps and some urban areas. The majority are from Somalia and South Sudan. In line with the Global Compact on Refugees (GCR) and the national CRRF - SHARE, the Government has made significant progress in their inclusion in national systems, particularly in education and health. The Government is currently formulating a transformative approach towards integrated settlement known as the Shirika Plan. UNHCR assists the Government in managing the refugee situation, facilitates durable solutions for refugees (voluntary repatriation, socio-economic inclusion, complementary pathways and resettlement) and provides support to their host communities. UNHCR also works with other UN agencies to ensure inclusion of refugees and stateless persons in UN programming and promotion of the Sustainable Development Goals.
BO Kenya currently over 400 staff members which includes AWF colleagues. The incumbent should have extensive human resources experience preferably with UN/UNHCR with demonstrated understanding of the fundamentals of human resources management. She/he is expected to be highly flexible and able to cope with multiple requests. He/she should have the ability to work under pressure and to produce quality output within strict deadlines. The position requires the incumbent to facilitate processes and the ability to multi-task is required/necessary, while ensuring careful attention to detail, with a high degree of patience; flexibility; tact and diplomacy; work under minimum supervision meaning he/she should be good at organizational skills, have initiative and anticipate HR actions required in advance without prompting. He/she may be required to supervise some HR colleagues and act as a back-up for the Assc. HR Officer in their absence.
Living and Working Conditions:
Nairobi is a good duty station for families with good medical facilities and it is the regional medical evacuation centre for countries in the East and Horn of Africa and the Great Lakes sub-regions. Recreational facilities, schools and hotels are of international standards. High standard accommodation is available, as well as good banking facilities, unlimited access to communication means, such as internet, telephone SIM cards etc. In addition, Nairobi is a malaria free environment. but cholera, malaria and yellow fever occur in other parts of Kenya. When entering the country, yellow fever card/vaccine is required. Nairobi is in UN security Level One, but politically instigated demonstrations and riots may occur from time to time. General crime in Nairobi is relatively high, especially in some low income areas, however a high sense of vigilance and alertness is required practically everywhere.
Security Considerations
Politically instigated demonstrations and riots may occur at any time. Hazards such as road traffic accidents, fire, diseases outbreak and flooding are frequent. The crime threat level in Nairobi like in many other large cities is high and physical violence is a common feature of burglaries in residences, carjacking and robberies. The terrorism threat level in Nairobi is moderate but is high in North Eastern. A high sense of vigilance and alertness is required at all times.
Additional Qualifications
SkillsFI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), FO-Operational activities in hardship duty stations, HR-PeopleSoft Human Capital Management, PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
EducationBachelor of Arts (BA): Administration, Bachelor of Arts (BA): Human Resources Management, Bachelor of Arts (BA): Law
Certifications
Work Experience
CompetenciesAccountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration
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Compendium
Additional Information
Functional clearanceThis position doesn't require a functional clearance