Human Resources Assistant, G6 at United Nations Regional Service Centre Entebbe

Job Description

Responsibilities
• On behalf of the service line, the Human Resources Assistant at this level assist in managing the delivery of services related to entitlements and benefits to international staff of the client missions as well as international and national staff of the RSCE, while ensuring transparency, accuracy and ensuring full compliance with Staff Rules and Regulations.

The Human Resources Assistant will perform the following duties:
Administration of entitlements and benefits
•Prepare 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.
•Accurately 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.
Assist 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.
•Implement 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.
•Monitor and evaluate the effectiveness of related guidelines, staff rules, HR rules and regulations, practice and procedures, and make recommendations through the Service
Delivery Manager where necessary.
•Process and administer end to end entitlements and benefits of international staff members in the RSCE in an efficient and timely manner (i.e., Personnel Administration of Contracts,
Personnel administration of movements, Time Management and Separations) making proper recommendations where exception is required.
Provide guidance and advice to internal and external clients on Benefits and Entitlements,
Staff Rules and Regulations and HR guidelines and promotes a collaborative and clientoriented approach.
•Review requests for entitlements and claims Handle non-routine and complex cases, undertaking research if necessary.
•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.
•Engage in comprehensive HR strategy including benefits and entitlements management.
•Review and revise HR policy guidelines relating to Benefits and entitlements as deemed necessary. Make inputs to the design and development of the delivery processes.
•Perform HR Administration of Benefits and Entitlements in UMOJA in line with the delegation of authority, maintain 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.

General
•May supervise the work of Human Resources Assistants at the lower level.
•Provide general office support services; draft and/or process a variety of correspondence and other communications.
•Set up, maintain and monitor reference files/records (electronic and paper).
•Schedule appointments/meetings, monitor deadlines, etc.
•Undertake research on a range of HR related issues and prepare notes/reports.
•Maintain and monitor automated database containing HR related statistics and prepare periodic reports to HR management.
•Prepare 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.).
•Assist in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.
•May provide guidance/training to less experienced staff.

Competencies
• Professionalism – Works well in a Team setting. 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 areas of work.
• Communication – Speaks and writes clearly and effectively; Listens to others, correctly
• interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match audience; Demonstrates openness in sharing information and keeping people informed.
• 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.
• 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.

Education
• High school diploma or equivalent is required.
• Job Specific Qualifications
• Completion of a specialized Umoja HR Partners training course and certification for designation as UMOJA HR Partner, or similar training and certification is desirable.

Work Experience
• A minimum of seven (7) years of experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to five (5) for the candidates who possess a first university degree or higher.
• Experience in administration of a broad range of entitlements and benefits using Human
• Resources Systems Applications and Products (SAP) or Enterprise Resource Planning (ERP) software e.g. Umoja or similar is required.
• Experience in application of United Nations or similar international organization’s Staff Rules and Regulations in an operational environment is required.
• Experience in a Shared Service Centre is desirable.
• Languages
• English and French are the working languages of the United Nations Secretariat. For the positions advertised, fluency in English (both oral and written) is required; knowledge of
• French is desirable.
• Assessment
• Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice
• This position is funded for an initial period of one year and may be subject to extension.
• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff.
• Female candidates are strongly encouraged to apply for this position.
• Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.