UN Jobs - Human Resource Assistant at United Nations Regional Service Centre Entebbe (RSCE)
Organization: United Nations Regional Service Centre Entebbe (RSCE)Vacancy Announcement Number: RSCE/TJO/HRAG5/2014The 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: Under the direct supervision of the Unit Chief or his/her designated official, the Human Resource Assistant will be responsible for, but not limited to, the following functions:Process applications for vacancies, including preparing and maintaining case files for candidates, ensuring and monitoring the transfer of files of candidates between offices, and arranging for interviews;Assist in the evaluation and screening of applications of candidates for a variety of positions;Maintain vacancy announcement files and track status of vacancy announcements;Render support in on-boarding, initiating and following up on reference checks and academic verifications ensuring the completion of the pre-recruitment formalities as well as the preparing and dispatching of offers of appointment, calculating salaries and related benefits; Prepare initial Personnel Actions and Letters of Appointment.Guides staff on administrative matters.Intuitively reviews and processes personnel actions through IMIS.Maintain time and attendance records for civilian staff, updating/monitoring monthly Attendance Records Cards manual and in MATRIX;Prepare leave applications for the Unit Chiefs certification;Assist civilian staff in the interpretation of their leave entitlements according to UN rules and administrative circulars;Works in liaison with the Medical Unit on verification and certification of Sick Leave/Medical Evacuation cases. 3. Review and process requests for entitlements and claims;Support in the review and processing of data pertaining to new conditions of service under HR Reform;Process requests for home leave/family visit entitlements by providing relevant information and administrative guidelines;Actively monitor the staff members contractual status and request recommendations of extension from the section heads at least four weeks prior to the expiration of the staff member’s contract Maintains IMIS entitlement reference tables.Draft and/or process various types of correspondence and other communications;Set up and maintain reference files records (electronic and paper);Undertake research on a range of Human Resources related issues and assist in the preparation of notes reports;Update and maintain automated databases (FPMS/IMIS/ Nucleus) containing human resources related statistics, and prepare periodic reports;Support in the preparation of necessary documentation for distribution to various offices, departments and overseas offices;Conduct exit interviews for separating staff and assist him/her in final arrangements.Prepares written responses to queries concerning HR related matters.Performs other duties as required.Qualifications, Skills and Experience: The ideal candidate for the United Nations Human Resource Assistant job opportunity should hold a High school diploma or equivalent is required. Possession of a certificate in business administration, finance, or human resources is an advantage.A minimum of five or more years’ experience and a high level of demonstrated analytical and problem-solving skills. Past experience with UN/NGO or other International bodiesLanguages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.Professionalism: Good knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' idea and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.Communication: Speaks and writes dearly 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 the 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; keeps clients informed of setbacks; meets timeline for delivery of products or services to client.All suitably qualified candidates who wish to join the United Nations in the aforementioned capacity should submit their applications which should include the following documents:Cover LetterThe United Nations Personal History form (P-11), download hereProof of required academic credentials (for external applicants)Employment verification letter from most recent employer (for external applicants)Last two completed Performance Appraisal or two Reference Letters for external applicants Other: Please State the Reference in the Subject of Your Application (Vacancy Announcement Number) – Please See Top of AdvertAll complete application documents should be sent via to: the Chief RSCE, chiefrsce@un.org and copy Judi Birch, birchj@un.orgOr Send hard copies to: RSCE Entebbe Support Base, Baku Road, P.O. Box 710, Entebbe, Uganda.
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