Human Resources Assistant (Temporary)

The Human Resources Assistant will perform administrative and operational duties related to contracts, staff movements, benefits and entitlements within the Human Resources Management Service at the United Nations Office at Nairobi. The role supports onboarding, contract administration, staff benefits guidance, and data management to ensure compliance with UN policies.

Responsibilities

• Carry out onboarding processes of selected candidates, process personnel actions (PAs), issue Letters of Appointment, monitor contract expiration dates and process contract extension requests.
• Process temporary and permanent staff movements and related administrative actions, including those related to inter-agency agreements.
• Process off-boarding actions for separating staff and related separation personnel actions.
• Assist staff with documentation related to benefits and entitlements by providing guidance on requirements, sharing standard forms, reviewing submissions for accuracy and completeness, and following up on missing or inaccurate information prior to processing actions in relevant systems.
• Maintain the personal status of staff members and administer/monitor entitlements related to dependents.
• Respond to a range of queries on staff benefits and entitlements, providing guidance based on established policies.
• Review supporting documentation and process entitlement-related actions in the ERP system in accordance with policies and procedures.
• Review and approve time and attendance requests, including parental leave, sick leave, special leave, overtime etc., ensuring accuracy and completeness.
• Identify inconsistencies and escalate issues to the supervisor or Operational Support Desk (OSD) when required.
• Monitor submission of required annual declarations and follow up as needed; review and prepare submission of documentation related to health/life insurance and Joint Staff Pension fund.
• Monitor implementation of staff benefits and entitlements in compliance with existing rules and regulations through review of personnel actions.
• Maintain tracking tools and ensure HR records are up to date.
• Assist with visualizations and updating information material such as web pages or brochures.
• Participate in special human resources projects and ad hoc clean-up exercises, as needed, by independently reviewing and reconciling HR records, resolving inconsistencies, updating data in relevant systems, coordinating inputs with stakeholders, and delivering timely, accurate contributions to project outputs.
• Perform other relevant duties as required.

Requirements

• Completion of high school diploma or equivalent is required.
• A minimum of five (5) years of progressively responsible experience in human resources management, administrative services or related area is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates with a first-level University degree.
• Work experience of one (1) year in administering staff benefits and entitlements is required.
• Work experience of one (1) year in using Enterprise Resources Planning (ERP) system, such as Umoja and SAP is desirable.
• Work experience of one (1) year or more in data analytics or related area is desirable.
• English language proficiency at UN Level III in reading, writing, listening and speaking is required.

Skills

• Human Resources Management
• Administrative Services
• Staff Benefits Administration
• Contract Administration
• Staff Onboarding
• Enterprise Resource Planning
• Umoja
• SAP
• Data Analytics
• Data Management

Languages

English