HUMAN RESOURCES ASSISTANT, G5

Org. Setting and Reporting

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat is the focal point for all urbanization and human settlement matters within the UN system. UN-Habitat works with partners to build inclusive, safe, resilient and sustainable cities and communities. UN-Habitat promotes urbanization as a positive transformative force for people and communities, reducing inequality, discrimination and poverty. This position is located in the Human Resources Management Section, Corporate Management Division, Nairobi Duty station. Under the overall supervision of the Human Resources Officer, the incumbent will be responsible for the following duties.

Responsibilities

RECRUITMENT AND PLACEMENT: • Assists in preparing Terms of Reference and job descriptions for staff personnel and maintains tracking systems for staffing actions. • Compiles, summarizes, and presents information and data on HR initiatives, staffing actions, and programme-related activities, and follows up on pending matters. • Assists with retrieving staff data records related to appointments, placements, contract extensions and temporary assignments. • Reviews and follows up on recruitments and separations activities in accordance with the established policies and procedures. • Assist in reviewing and monitoring records on leave management in Umoja which include leave balances, time and attendance records to ensure staff are compliant with established rule and policies. • Collects, organizes, and maintains workforce data and staffing information; compiles staffing statistics and prepares periodic HR reports. • Monitor and maintains HR databases, tracking tools, reports and records. • Supports knowledge sharing sessions and keeps updated documentation on HR processes, templates and standard operating procedures. Prepares agenda and provides relevant documentation required for recruitment related meetings. • Serves as focal point for coordination of HR functions , liaising with diverse organizational units to facilitate implementation and follow-up actions. CONTRACT ADMINISTRATION: • Initiates, processes, monitors, and follows up on actions related to recruitment, placement, promotion, contract extensions, reassignment, separation, and other HR activities. • Assists in the review and provides guidance to staff on administrative procedures, processes, and practices. STAFF DEVELOPMENT AND CAREER SUPPORT TRAINING: • Organizes meetings, workshops, trainings and HR-related activities, including preparation of supporting documentation and follow-up actions. • Liaises with Headquarters, Regional Offices, and Country Offices on HR-related matters and coordinates follow-up actions with relevant stakeholders. • Provides logistics and administrative support to trainers. CLASSIFICATION: • Assists in reviewing and processing requests for classification. • Provides advice and answers general queries on classification procedures and processes. GENERAL: • Provides general office support services; drafts and/or processes a variety of correspondence and other communications. Sets up and maintains reference files/records (electronic and paper). • Schedules appointments/meetings, monitors deadlines, etc. • Undertakes research on a range of HR related issues and assists in the preparation of briefing notes, presentations, background documentation, and periodic reports. • Assists in the preparation of necessary documentation for distribution to various offices, departments and overseas offices. • Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.). • May provide guidance/training to less experienced staff. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • Performs other related duties as required.

Competencies

PROFESSIONALISM: Knowledge of general office and administrative support including Human resources and administrative policies, processes and procedures. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Able to perform analysis, modeling and interpretation of data in support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas 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. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education

Completion of High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

At least five (5) years of experience in human resources management, administrative services, programme management or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level University degree. Experience working within the United Nations Common system or similar international organization is required. A minimum of one (1) year or more of relevant experience in HR or Administration supporting regional and country offices is required. Experience in the use of recruitment tools like PeopleSoft or Inspira is required. A minimum of one (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level II Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice Appointment against this post is for an initial period of one (1) year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link. United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.