Jobs - 55185- Human Resources Clerk

Human Resources Clerk - UNOCHA Somalia

Location :

Nairobi, KENYA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

10-Apr-15 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

One Year (with possibility of extension)

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The situation in Somalia remains fragile with continued political instability, climatic variability, and lack of basic social services. OCHA’s role is to coordinate effective and principled inter-agency humanitarian response and ensure that relief assistance reaches the people who need it in a timely manner.

In line with OCHA’s global mission, OCHA Somalia continues to:

Advocate for access to basic services, especially water, sanitation, education and health for vulnerable communities, including the collection, analysis and dissemination of information to humanitarian partners, and negotiation of access;
Support the government efforts and humanitarian organizations in relocation of internally displaced and return;
Coordinate the implementation of humanitarian response in Somalia with UN agencies and programmes, national and international NGOs and local authorities/communities as appropriate, with focus on strengthening the cluster approach.
Enhance a protective environment that respects the human rights of all, including IDPs, returnees and minority clans.

The HR Clerk works in close collaboration with UNDP/Somalia staff to ensure full compliance of UNDP standards.

Under the overall guidance of the Head of administration and Finance and the direct supervision of the Human Resources Officer, S/he will play a key role in ensuring the primary objectives of OCHA Somalia are met.

Duties and Responsibilities

Summary of key functions:

Support to implementation of HR strategies;
Support to implementation of HR services;
Support to the Management of staff time and attendance:
Support to knowledge building and knowledge sharing.

Provides support to the implementation of HR strategies focusing on achievement of the following results:

Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies;
Provide inputs to preparation of administrative team results-oriented work plans.

Support to the Implements HR services focusing on achievement of the following results:

Prepare requests for contract extensions and track staff contracts;
Provide inputs to the OCHA Somalia staffing table and the rosters;
Collect background information/documents for submissions to the Local Appointment and Promotion Board (LAPB);
Compile information on staff training plan;
Extract, input, copy and file data from various sources;
Maintain proper filing system for HR records and documents;
Assist the HR Analyst with the recruitment of staff;
Compile information as required.

Support to the Management of staff time and attendance focusing on achievement of the following results:

Compile staff leave requests for Head of office approval;
Prepare the quarterly leave plan for the office.

Supports knowledge building and knowledge sharing in the OCHA Somalia office focusing on achievement of the following results:

Participate in the training for the operations/projects staff on HR;
Contribute to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall OCHA Somalia efficiency in human resources management and success in introduction and implementation of HR policies. Accurate analysis, reporting, proposals on systems enhancement strengthen OCHA credibility of OCHA as an effective and efficient organization in the HR sector.

Competencies

Functional Competencies:

Operational Effectiveness:

Ability to perform a variety of repetitive and routine tasks and duties related to human resources;
Ability to review data, identify and adjust discrepancies;
Ability to handle a large volume of work possibly under time constraints;
Good knowledge of administrative rules and regulations;
Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required;
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
Ability to organize and complete multiple tasks by establishing priorities.

Managing Data:

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
Interprets data, draws conclusions and/or identifies patterns which support the work of others.

Managing Documents, Correspondence and Reports:

Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
Shows sound grasp of grammar, spelling and structure in the required language;
Ensures correspondence, reports and documents comply with established UN standards;
Ability to produce accurate and well documented records conforming to the required standard.

Planning, Organizing and Multi-tasking:

Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support;
Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

Secondary education. Specialized Certification in Human Resources Management is desirable but not a requirement.

Experience:

4 years of relevant experience in Administration and Human Resources;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.

Language:

Fluency in oral and written English.