Job Title: Human Resources Assistant
Organization: United Nations Regional Service Centre Entebbe (UNRSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: RSCE/GJO/LL/003/08-2016
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:
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.
- The incumbent will 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.
- Offer support 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, payment 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.
- Process and administer end to end entitlements and benefits of International staff members in the RSCE in an efficient and timely manner, i.e., Administration of Personnel Contracts, Personnel administration of movements, Time Management and Separations.
- Guide internal and external clients on Benefits and Entitlements, Staff Rules and Regulations and HR guidelines and promotes a collaborative and client-oriented approach.
- Keenly 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 and process financial entitlements related to appointments, reassignments, ongoing entitlements and salaries.
- Accurate and complete submission of claims and entitlements.
- Perform HR Administration of Benefits and Entitlements in UMOJA, maintains 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.
- Provide general office support services; drafts and/or processes a variety of correspondence and other communications.
- Sets up and maintains reference files/records (electronic and paper).
- Schedule appointments/meetings, monitor deadlines, etc.
- The jobholder will research on a range of HR related issues and assist in the preparation of notes/reports.
- Maintain automated database containing HR related statistics and prepare periodic reports.
- Assist in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.
- Perform a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.).
- Perform other duties as may be required.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations Regional Service Centre Entebbe (RSCE) Human Resources Assistant career placement should have completed a High School Diploma. Possession of a technical or vocational certificate in the field of human resources management or business administration is highly desirable.
- Proven knowledge of SAP and/or UMOJA is desirable.
- At least four years of experience in human resources management, administrative services or related area is required.
- Previous experience in application of UN Staff Rules and Regulations related to Human Resources Management in an operational environment is desirable, including administration of a broad range of entitlements and benefits using SAP or Umoja.
- Working experience in an International Organization in human resources management is desirable.
- Ability to assimilate and understand technical human resources-related terms;
- Computer literacy i.e. proficiency in the use of MS Office
- Ability to transcribe data in an accurate and speedy manner;
- Ability to identify issues, formulate opinions, draw conclusions and recommendations.
- Languages: Fluency in oral and written English is required.
- Professionalism: Good knowledge of all forms of human resources-related activities; thorough knowledge of human resources management systems; ability to work independently in managing difficult situations; proven analytical and evaluative skills; shows pride in work and in achievements; observing deadlines and achieving results; and ability to remain calm in stressful situations.
- Teamwork: Work collaboratively with colleagues to achieve organizational goals; willingness to learn from others, ability to develop and maintain effective work relationships with supervisors and colleagues, shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- 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. Women are strongly encouraged to apply.
How to Apply:
All suitably qualified and interested Ugandan candidates should send their applications the following documents:
- The United Nations Personal History form (P-11), Download Here; This should be signed
- Proof of required academic certificates i.e. Academic Certificate(s) and/or High School/Secondary Diplomas
- Latest performance evaluation reports / appraisals
The applicants with the completed documents are strongly encouraged to apply via e-mail and must include the Vacancy Announcement Number (check beginning of this advert) and Job Title to: firstname.lastname@example.org
Deadline: 14th August 2016
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