UN Regional Service Centre at Entebbe Human Resources Assistant Jobs in Uganda

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269.

The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location-dependent administrative functions to the Centre from its client entities.

This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support. In addition to these services, the Office of the Chief RSCE and support offices through the Deputy Chief RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management.

This position is located in the Client Services Pillar at the RSCE. The Human Resources Assistant at this level reports to the Chief of Client Services.

Responsibilities

Within delegated authority, the Human Resources Assistant will carry out the following duties:

Administration of Entitlements

•Assists in the preparation of staff members entitlements, claims, allowances in conformity and adherence to applicable United Nations policies, financial regulations and rules, ST/AI issuances or practices, IPSAS policy framework etc.

•Assists in managing the Service Line as appropriate in the business processes related to leave entitlements, contract extensions, separations and staff exits.

•Monitors and evaluates the effectiveness of related guidelines, staff rules, HR rules and regulations, practices, procedures, and makes recommendations through the Service Delivery Manager- where necessary.

•Processes, reviews and administers end to end entitlements and benefits of staff members in the RSCE in an efficient and timely manner, i.e., Personnel Administration of Contracts, of movements, Time Management and Separations.

•Advises internal and external clients on Staff Rules and Regulations, HR guidelines and promotes a collaborative and client-oriented approach.

•Resolves queries escalated in iNeed in UMOJA.

Administration

•Ensures effective and efficient functioning of the service line by maintaining contact with visitors and staff, make arrangement of appointments and meetings including meeting room reservation, compiling and preparing briefing and presentation material, background information and documentation for meetings. Supports the service line with leave monitoring and maintaining leave and absences.

•Provides support to office maintenance and assets management by maintaining records on assets management, preparation of reports and support in asset certification processes.

•Maintaining files and records relevant to the service line, maintenance of office stationery supplies and any other related tasks.

•Ensures effective administrative and logistical support by assisting support services provided to all RSCE staff and staff of the Client Missions. Support Chief

Client Services in drafting and maintaining SOPs and FAQs.

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 notes/reports.

•Maintains automated database containing HR related statistics and prepares periodic reports.

•Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.).

Competencies

Professionalism

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.

Communication

Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Client orientation

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

•High school diploma or equivalent is required.

Work Experience

•A minimum of five (5) years of experience in human resources management, administrative services, client services or related area is required.

•Experience in application of UN staff rules and regulations in an operational environment including administration of a broad range of benefits and entitlements using SAP or Umoja is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the advertised post, fluency in English, both oral and written is required; Knowledge of French is desirable.

How to Apply

For more information and job application details, see; UN Regional Service Centre at Entebbe Human Resources Assistant Jobs in Uganda

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