United Nations RSCE Jobs – Human Resources Assistant (Regional Training and Conference Centre)

Organization: United Nations Regional Service Centre
Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Grade: FS5
Vacancy Announcement Number: 15-HRE-RSCE-43745-F-ENTEBBE (R)
Reports to: Chief Training Officer or Chief RSCE
About RSCE:
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 RSCE will be achieved through the redeployment of
resources from the regional missions it serves.
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:
  • Actively
    participate 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;
  • Schedule
    and coordinate entry tests for locally-recruited staff;
  • Oversee
    and support the maintenance of vacancy announcement files, staffing tables
    and tracking of status of recruitment cases;
  • Provide
    input into policy development for HR policies for staff in the Field
    Service, General Service and related categories;
  • Regularly
    review and process personnel actions through IMIS; Advise staff on visa
    matters.
2. Administration of Entitlements:
  • Review
    and process data pertaining to conditions of service;
  • Regularly
    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;
  • The
    HR Assistant will monitor issues on conditions of service of staff and
    advise the supervisor of any developments;
  • Guide
    staff on conditions of service and entitlements.
3. Staff Development and Career Support Training:
  • Serve
    as the RSCE training focal point and implement the RSCE staff development
    plan;
  • Design
    specific training programmes to meet RSCE operational requirements, staff
    development needs and develop systems and methods for disseminating
    information to mission personnel on training and staff development
    activities;
  • Render
    support in the development and tracking of career development programmes
    in liaison with the DFS Career Development Unit and the Field Career
    Development Officers;
  • Provide
    initial advice and answer general queries on career development issues in
    liaison with the DFS Career Development Unit and the Field Career
    Development Officers;
  • Ensure
    the collecting and maintenance of statistical data on training activities
    and respond to queries and request for information on training programmes;
  • In
    charge of the preparation and monitoring of budgetary allocations through
    regular reviews;
4. Classification:
  • In
    charge of reviewing and processing requests for classification by ensuring
    completeness of requests and liaising with requestors when required;
  • Offer
    guidance 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;
  • Support
    the HRO in reviewing the staffing aspects of the mission’s budget as well
    as classification of posts.
5. General:
  • Oversee
    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 Staff development related issues and prepares
    notes/reports;
  • Undertake
    research on precedents, policy rulings and procedures pertaining to
    training related issues;
  • Compile
    data from different sources and prepare statistical reports on Staff
    development activities;
  • Research
    background information and draft information circulars on Staff
    development related issues;
  • Provide
    general office support services; process, draft, edit, proofread and
    finalize for signature/approval a variety of correspondence and other
    communications;
  • In
    charge of  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 Staff development related matters;
  • Distribute
    routine work to junior support staff, ensuring efficient and timely
    execution of the work;
  • Train
    and provide supervision to lower-level staff in the unit;
  • Assist
    in reviewing and monitoring of staffing related costs and expenditures in
    UMOJA in line with funds allotment, ensuring that funds for staffing costs
    are available, and where necessary alerts Human Resources Officer to
    follow up with Finance and Budget Office to deploy funds to meet any
    shortfall;
  • Ensures
    that expenditures related to trainings are within the budgeted training
    funds, coordinating with the HRO and Finance and Budget Units to ensure
    availability of funds;
  • Coordinate
    training/conference related travel arrangements and hotel accommodations
    for the participants.
  • Perform
    other relevant duties, as requested by the Chief Training Officer.
Qualifications, Skills and
Experience: 
  • The
    ideal candidate for the aforementioned United Nations RSCE Human Resources
    Assistant (Regional Training and Conference Centre) should have completed
    a High school or equivalent diploma
  • A
    minimum of eight or more years of progressively responsible experience in
    human resources management or other related fields.
  • Prior
    experience in organizing trainings, conferences and workshops is
    desirable.
  • Languages: English and French are the working
    languages of the United Nations Secretariat. For this position, fluency in
    oral and written English is required.
           
Personal Competencies:
Core Competencies:
  • 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 & 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 who wish to join the United Nations Regional Service Centre (RSCE)
in the aforementioned capacity should Apply Online at the web link below.
Deadline: 2nd July,
2015

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