HR Senior Assistant (Retainer), Multiple positions

Job categories Human Resources

Vacancy code VA/2025/B5303/30001

Department/office AFR, ESAMCO, East and Southern Africa MCO

Duty station Home based

Contract type Local ICA Support

Contract level LICA-5

Duration One year renewable subject to satisfactory performance and funding availability

Application period 15-Apr-2025 to 07-May-2025

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

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Background Information - Job-specific

East and Southern Africa Multi Country Office (ESAMCO):

Located in Nairobi, Kenya, UNOPS East and Southern Africa Multi Country Office (ESAMCO) manages a growing portfolio of engagements, including associated strategic and operational risks. The ESAMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Burundi, Malawi, Uganda, Tanzania, Zambia, Zimbabwe and several island states.

Job Scope: Under the direct supervision of the HR Manager the HR Senior Assistant is responsible for providing technical and administrative support to the timely processing, recording, completion, monitoring, and maintaining of transactions and processes covering the array of Human Resources Management service lines in accordance with UNOPS’ HR rules, regulations and policies for optimal employee and talent management. S/he may serve as the first contact for internal and external clients in resolving questions on routine and standard processes and procedures and provision of guidance and information related to HR initiatives and services to a wide range of UNOPS clients.

Functional Responsibilities

The key functions are: ...

The key functions are:

Support to policy development and implementation
Advisory Services
Talent Acquisition and Administration
Team Management
Knowledge Building and Knowledge Sharing

1. Support to Policy Development and Implementation:

Contribute to HR policy development and corporate HR initiatives by assisting to collect data on trends, risks and opportunities and sharing local HR best practices.
Assist with projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy.

2. Advisory Services:

Provide advice and guidance to personnel on administrative procedures, processes and practices for delivery of HR services.
Act as liaison between unit and internal and external clients and provides proactive customer service to expedite completion of projects, and provide information.
As an interlocutor of HR, ensure that new hires' first impressions are positive and that they have all in-processing information completed.
Advise hiring management and guide personnel on routine elements of UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans.

3. Talent Acquisition and Administration:

Support the completion of recruitment processes including offers and rejections, and updating recruitment on-line information system in line with UNOPS policy.
Undertakes reference checking, elements of longlisting, and organization of testing and interviews; fee calculation, minutes of general-service recruitments,
Finalizes selection and other process approvals.
Inform and advise UNOPS personnel, consultants, partners and project personnel on routine aspects and elements of their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
Research precedents and present recommendations to supervisor, taking into account institutionalized exceptions. Undertake research on a range of HR related issues and assist in the preparation of notes/reports.
Maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines.
Answer questions and follow-up with personnel and management to ensure completion of absences requests, performance management cycle, and other HR processes etc. in electronic information systems.
Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.
Set up and maintain reference files/records.
Follow up or process payroll verification.
Monitor status of HR actions to facilitate timely action by supervisor and line management, including on transactions initiated, expiring appointments/contracts, and pending separation actions.
Manage record maintenance; including personnel file systems as well as provision of related statistical summaries and tracking movements of UNOPS personnel within the relevant business unit/s.

4. Knowledge Building and Knowledge Sharing:

Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR-related topics.
Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results
The effective and successful achievement of results by the HR Senior Assistant directly impact on the compliant execution of HR processes in the respective unit and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.

Education/Experience/Language requirements

Education: ...

Education:

Secondary School Certificate is required.
A diploma in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines will be an added advantage and may substitute some of the required years of experience.
First university degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines will be an added advantage and may substitute some of the required years of experience.

Experience:

Minimum of five (5) years professional experience in an international and/or national organization in providing HR services is required with Secondary School Certificate OR;
Minimum of two (2) years professional experience in an international and/or national organization in providing HR services is required with a Diploma OR;
Minimum of one (1) year professional experience in an international and/or national organization in providing HR services is required with a Bachelor's Degree.
Some experience in UN system organizations is desirable.
Proficiency in computers and office software packages (Google Suite) and experience in handling web-based management systems is required.
Experience in use of HR Information Systems, Enterprise Systems including OneUNOPS is desirable.

Language:

Fluency in oral and written English is required.
Knowledge of another official UNOPS language is an asset.

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement - Retainer Contract. C...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applic...

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

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APPLICATION TIPS

How to send a good application:

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.