Human Resources Assistant UNITED NATIONS

UNITED NATIONS
VA No. EBB-GS-11-013
VA Issuance Date: 10 August, 2011.
Deadline for Applications: 24 August 2011
The Regional Service Center in Entebbe is seeking qualified candidates for the following post(s):

Title: Human Resources Assistant
Grade: GL -4 (for roster)

Region (please indicate preference in application): Entebbe
POST OPEN FOR UGANDAN NATIONALS ONLY
Women are strongly encouraged to apply

Equally-qualified female candidates will be given priority for selection (DPKO Under-Secretary General's Policy Statement on Gender Mainstreaming). Candidates wishing to return home are also strongly encouraged to apply.
Under the supervision of the Head of Unit, the HR Assistant will be responsible for the following duties (as this is a generic vacancy announcement, not all duties will be performed in the context of a specific post):

Duties and Responsibilities:
Check-in specific duties and responsibilities:
• Assist and brief the newly arrived UNMIS Personnel on the check-in process.
• Assist newly-arrived UNMIS Personnel with completion of required check-in forms contained in the Check-In Database.
• Assist newly-arrived UNMIS Personnel with completion of e- F-10 claim forms.
• Assist in the training of newly-arrived UNMIS Personnel on the "Basic Security in the Field" computer programme.
• Brief and induct staff members on the steps after the check in is finalized.
• Review and process MSA/DSA Payment Distribution/Advance requests.
• Liaise with ID Unit to ensure accurate assignment of UNMIS ID numbers.
• Liaise with CMPO, UN Police Personnel Officer and UNV Office on check-in issues.
• Prepare arrival fax of new civilian international staff members for UN HQ New York.
• Send induction documents of new international staff members to Human Resources in NY.
Perform administrative tasks as follows:
a) Receive and screen all correspondence and other documents addressed to the Head of Section/Unit.
b) Draft/respond to correspondence and e-mails; review/edit outgoing correspondence to ensure accuracy and completeness of information and institute follow up action. Make photocopies as necessary.
c) Maintain calendar appointments of the Unit Chiefs appointments, including official visits within and outside the mission area.
d) Act as leave monitor and maintain attendance records for the section/unit. To this end, monitor movement of the section's personnel in and outside the mission area by ensuring that Movement of Personnel Forms (MOPs) are completed and signed prior to departure.
e) Prepare and monitor the section's leave plans to ensure continuous smooth work flow while other staff members are on leave, especially during holidays periods;
f) Consolidate monthly requests for office supplies for the section;
g) Establish and maintain a proper filing system, h) Perform other duties assigned by the supervisor.
Recruitment:
• 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;
• Assist 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;
• Prepare initial Personnel Actions and Letters of Appointment.
Entitlements Administration:
• Review and process requests for entitlements and claims;
• Assist 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;
• Monitor the Staff member's Contractual status and request recommendations of extension from the Section heads at least four weeks prior to the expiry of the staff member's contract.
Time and Attendance:
• Maintain time and attendance records for civilian staff, updating/monitoring monthly Attendance Records Cards manually and in Matrix;
• Prepare leave applications for the Chief Civilian Personnel Officer's certification;
• Assist civilian staff in the interpretation of their leave/R&R entitlements according to UN rules and administrative circulars;
• Liaise with the Mission's Health Services Section on verification and certification of Sick Leave/Medical Evacuation cases.
General:
• Act as a resource in the training/support the Human Resources Office Assistants in recruitment, entitlements administration, time and attendance, and in the use of human resources databases/systems.
• 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;
• Maintain automated databases (FPMS/IMIS/Nucleus) containing Human Resources related statistics, and prepare periodic reports;
• Assist in preparation of necessary documentation for distribution to various offices, departments and overseas offices;
• Perform any other duties as required.

Job requirement

Competencies
Professionalism: Ability to manage processes, maintain accurate records, in administrative fields.
Client Orientation: Demonstrated ability to develop and maintain effective work relationships with supervisors and colleagues
Communication: Ability to write in a clear and concise manner and to communicate effectively orally.
Teamwork: Good interpersonal skills. The candidate should have the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with supervisors and colleagues.
Qualifications:
Education: High school diploma. Post-secondary education at college, university or specialized training institution is an asset. Nature and level of specialized training should include office management/business administration and communications skills.
Experience: At least four (4) years of experience and a high level of demonstrated analytical and problem-solving skills. Experience with UN/NGO or other International bodies is an added asset.
Languages skills: Fluency in written and spoken English. Knowledge of other UN languages is an advantage.
Other skills: Demonstrate ability to apply good judgment in the context of assignments given
Demonstrate effective organizational skills and ability to handle work in an efficient and timely manner.

How to apply

Candidates should submit with their applications the following documents:
• Cover Letter (letter of motivation or application letter);
• The United Nations Personal History form (P-11);
• Academic Certificate(s) and/or High School/Secondary Diploma;
4- Birth Certificate or National Passport;
5- Three (3) letters of reference from former employers or academic instructors.
By email/Website:

All applicants are strongly encouraged to apply by e-mail and MUST include ONLY the
VA no. in the subject line of their email.
e.g.VA No. UNMIS-GS-11-013
Email: unmis-recruitmentgs@un.org Website: rsc.dfs.un.org
By Mail:
UNMIS National Recruitment, P 0 Box 710, Old Airport, Entebbe