Job Title Senior Human Resources Assistant
Type Internal
Type Of Contract Fixed Term

Vacancy Notice Internal Vacancy Notice Number 026/2019
Position Number 10026727
Number Of Vacancies 1
Location Kampala
Position Grade GS-5
Closing Date 2020-01-16
Organizational Context
Senior Human Resources Assistant will function under direct supervision of the Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR). 
Functional Statement

Accountability (key results that will be achieved)

  • The workforce in the AOR is well-informed of the organisation’s human resources policies and practices.
  • UNHCR provides a healthy, safe and respectful working environment for its workforce in the AOR.

Responsibility (process and functions undertaken to achieve results) 

  • Assist in the recruitment, assignment, reassignment and separation of local general service staff. Prepare documents for the interview panel for the recruitment of local staff.
  • Process local staff members’ contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures.
  • Update personnel related information in MSRP/HR module where this activity has been rolled out from PAPS to the respective office.
  • Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations.
  • Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations
  • Assist with shipment of their personal effects in coordination with the logistics section.
  • Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency.
  • Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records.
  • Perform other related duties as required.

Authority (decisions made in executing responsibilities and to achieve results)

  • Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.
  • Initiate routine correspondence on HR matters for the authorizing officer’s approval.

 

 

Required Competencies
  • Planning and Organizing
Essential Minimum Qualifications and Professional Experience
  • Completion of secondary education is required
  • Certificates or diplomas in human resources management, secretarial and administrative training is required.
  • Minimum 5 years of previous relevant work experience is required.
  • Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization is required.
  • Fluency in English is required.
Desirable qualifications & competencies
  • Working knowledge of  other UN language(s).
  • Field experience with UNHCR and/or with other humanitarian organizations is an asset.
  • High IT affinity and working experience of PeopleSoft/MSRP.
Operational Context
Senior Human Resources Assistant will function under direct supervision of the Human Resources Officer assisting him/her in personnel administration and other HR related matters of staff under area of responsibility, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR). Incumbent will have close working relationship with the staff-related services in UNHCR, such as the Personnel Administration & Payroll Section (PAPS), Performance Management Unit (PMU), Career Management Section (CMS), Staff Health & Welfare Service (SHWS) and Global Learning Centre (GLC).
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