HR Assistant (Retainer), Multiple positions at UNOPS

Job categories: Human Resources

Vacancy code: VA/2025/B5323/30583

Department/office: AFR, ESAMCO, Kenya

Duty station: Home based

Contract type: Local ICA Support

Contract level: LICA-4

Duration1 year with the possibility of extension, subject to satisfactory performance, availability of funds and necessity of services

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work Life Harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types

Background Information – ESAMCO

Located in Nairobi, Kenya, the East & Southern Africa Multi Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Somalia, Zimbabwe, Zambia, Mozambique and Malawi.

Background Information - Job-specific

Under the guidance and supervision of the HR Officer, the Human Resources Assistant provides support to HR services in the field office support services function, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the unit.

The HR Assistant works in close collaboration with the Programme, Project and Support Services colleagues locally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery.

Summary of Key Functions:

• Implementation of HR strategies and procedures
• Talent Acquisition and Administration
• Knowledge building and sharing

Ensures implementation of HR strategies and procedures, focusing on achievement of the following results:

• Full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.

Talent Acquisition and Administration

• Support the completion of recruitment processes including offers and rejections, and updating recruitment on-line information systems in line with UNOPS policy.  
• Undertakes reference checking, elements of  longlisting, and organization of testing and interviews; fee calculation, minutes of general-service recruitments, 
• Finalizes selection and other process approvals.
• Inform and advise UNOPS personnel, consultants, partners and project personnel on routine aspects and elements of their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
• Research precedents and present recommendations to the supervisor, taking into account institutionalized exceptions. Undertake research on a range of HR related issues and assist in the preparation of notes/reports.
• Maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines. 
• Answer questions and follow-up with personnel and management to ensure completion of absences requests, performance management cycle, and other HR processes etc. in electronic information systems. 
• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.
• Set up and maintain reference files/records. 
• Follow up or process payroll verification.
• Monitor status of HR actions to facilitate timely action by supervisor and line management, including on transactions initiated, expiring appointments/contracts, and pending separation actions. 
• Manage record maintenance; including personnel file systems as well as provision of related statistical summaries and tracking movements of UNOPS personnel within the relevant business unit/s. 

Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:

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

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