Background

Duties and Responsibilities

• Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies.
• Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management

• Preparation of contracts.
• Maintains personnel files, HR records and documents in accordance with the HR guidelines, ensuring strict confidentiality of information;
• Maintains leave records for international and national staff; ensures that the leave schedule is updated periodically;
• Assists in computing relevant elements of the Human Resources services provided to agencies so as to facilitate computation of Cost Recovery
• Assist in editing and posting vacancy announcements;
• Assists in carrying out reference checks in line with the policy;
• Provides administrative support by reviewing and processing routine Human Resources requests;
• Assists staff members and their dependants on requirements for UN ID cards; maintains records of cards issued and
• Books medical appointments for clearance and exist; Process requests for new/renewal of Blue UN LP for UNDP staff members and other administered agencies.
• Assists in maintaining various HR databases: (Recruitment list, Dependant list, Medical list, Security lists, Staff lists, Personal information lists, Training log etc)
• Preparation of routine correspondence such as regret letters, faxes, memoranda and reports in accordance with CO SOP;
• Extracting, inputting, copying and filing data from various sources.

• Provision of background information to CRG panel.
• Assist the HR Assistants in the collection of background information/documents for submissions to the Local Appointment and Promotion Board (LAPB) and any other reviewing committees in the CO related to HR functions;

• Absence Processor
• Assists entering absence data for 100 (national staff)/300 series (national/international)

• Create POs/Recurring Vouchers for SCs based in Nairobi,
• Add/Modify Vendors (Unapproved Status)

• Provides support to the conduct of UN- and UNDP-related surveys focusing on achievement of the following results:
• Assist in collection, copying, filing data for comprehensive and interim local salary, support to LSSC, hardship and place-to-place surveys.

• Participation in the training for the operations/projects staff on HR. Regularly update the training log
• Contribution to knowledge networks and communities of practice.

The key results have an impact on the execution of the CO HR services in terms of quality and accuracy of work completed. Accurate data entry and presentation of financial information and client-oriented approach enhances UNDP capability in the HR management.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

• Shares knowledge and experience
• Encourages office staff to share knowledge and contribute to UNDP Practice Areas
• Develops basic knowledge of one or two Practice Areas
• Promotes a learning environment in the office
• Provides helpful feedback and advice to others in the office
• Initiative and discretion;
• Participates effectively in a team-based environment;
• Plans and produces quality results to meet established goals;
• Strives for quality client-centered services;
• executes day-to-day tasks systematically and efficiently;
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
• Ability to perform a variety of standard tasks related HR management, including screening, collecting and preparation of documentation, data input, creation of position, transactions tracking, filing, provision of information
• Strong IT skills;
• Ability to provide input to business processes re-engineering, implementation of new system
• Consistently approaches work with energy and a positive, constructive attitude
• Demonstrates strong oral and written communication skills
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities
• Responds positively to critical feedback and differing points of view
• Solicits feedback from staff about the impact of his/her own behavior

Required Skills and Experience

Education: 

• Secondary education with specialized certification in HR. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience: 

• 3 to 5 years of relevant HR experience is required at the national and international level preferably in the UN system
• Knowledge of record keeping and experience in the usage of computers and office software packages (MS Word, Excel, etc)
• Experience in handling of web based management systems is desirable

• Fluency in written and spoken English skills is required