Job Title: Human Resources Assistant
Organization: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: 60907
Reports to: Service Line Manager
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.
The Regional Service Centre, as approved by the Member States, is owned, managed and staffed by the regional missions it serves. This framework reinforces the existing missions’ chain of command structures and lines of authority in a manner that does not create an additional layer between Headquarters and the regional missions. It also ensures that staffing for RSC.
Key Duties and Responsibilities: Within limits of delegated authority, the Human Resources Assistant FS-5 will carry out the following duties:
1. Recruitment and Placement:
- Take part in the selection of candidates; including conducting roster searches for applicants and identifying short-lists of candidates, evaluating and screening applications, generating personal history profiles of candidates, facilitating the interview process and acting as ex-officio.
- Render support in the filling of vacant posts for all categories, including initiating and following-up on reference checks and academic qualifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
- Provide input into policy development for HR policies for staff in the Field Service, General Service and related categories.
- Schedule and coordinate entry tests for locally-recruited staff.
- Supervise and support the maintenance of vacancy announcement files, staffing tables and tracking of status of recruitment cases.
- Keenly review and process personnel actions through UMOJA.
- Guide staff on visa matters.
2. Administration of Entitlements:
- Review and process data pertaining to conditions of service.
- Review and process requests for a wide range of entitlements and exceptions to the Staff Rules and Regulations, e.g. travel entitlements, currency of payment of emoluments and rental subsidy.
- Monitor issues on conditions of service of staff and advise the supervisor of any developments.
- Guide staff on conditions of service and entitlements.
- Assist in reviewing and processing requests for classification by ensuring completeness of requests and liaising with requestors when required.
- Provide advice and answer general queries on classification procedures and processes.
- Assist in providing documentation and background materials relating to classification appeals by researching background information and liaising with relevant offices when required.
- Supervise the maintenance of automated databases and the centralized reference and filing systems by reviewing and approving entries by lower-level staff, ensuring that information is accurately and timely entered.
- Coordinate with Budget Section in preparation of the staffing component of mission’s annual budget.
- Carry out research on a range of Human Resources related issues and prepares notes/reports.
- Research background information and draft information circulars on Human Resources related issues.
- Undertake research on precedents, policy rulings and procedures.
- Compile data from different sources and prepare statistical reports on Human Resources related issues.
- Carry out exit briefings for separating staff and assist them in final arrangements.
- Provide general office support services; process, draft, edit, proofread and finalize for signature/approval a variety of correspondence and other communications; perform budget preparation, input, monitoring and implementation in information systems, sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines
- Prepare written responses to queries concerning Human Resources related matters.
- Train and provide supervision to lower-level staff in the unit.
- Distribute routine work to junior support staff, ensuring efficient and timely execution of the work.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations Human Resources Assistant job opportunity should have completed a High school or equivalent diploma. Technical or vocational certificate in human resources, business administration or personnel administration is a requirement.
- At least eight years of progressively responsible experience in human resources management or other related fields.
- Previous experience in the use of UMOJA and Field Support Suite (FSS) is desirable.
- Languages: Fluency in oral and written English is required.
- Professionalism: Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc). Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business operations and objectives. High degree of commitment to ensure the proper use of the unit’s financial resources. 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 area of work.
- Planning and 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.
- 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.
NB: The United Nations does not charge a fee at any stage of the recruitment process (Application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicants’ bank accounts.
How to Apply:
All suitably qualified and interested candidates desiring to serve the United Nations Regional Service Centre at Entebbe (RSCE) in the aforementioned capacity should express their interest by visiting the UN recruitment website and clicking Apply Now.
Deadline: 2nd June 2016
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