Human Resources Assistant, G6

The Human Resources Assistant provides administrative support in the administration of entitlements and benefits, payroll processing, and general HR office support within the Education Grant Service Line at the Regional Service Centre in Entebbe. The role involves processing staff entitlements, managing HR systems such as UMOJA, and providing guidance on HR policies and procedures.

Responsibilities

• Prepare staff members’ entitlements including claims, danger pay, daily subsistence allowance, mission subsistence allowance for Affiliate Personnel, volunteer living allowance and any other allowances for payments in conformity adherence to applicable United Nations policies.
• Accurately process entitlements, benefits and payroll for the international and national civilian staff and non-staff on behalf of Client Missions and/or the RSCE, as well as claims for official travel and expense reimbursements.
• Assist in managing the Service Line as appropriate in the business processes related to payroll, leave entitlements, contract extensions, other entitlements, separations and final payments for civilian staff and affiliate personnel.
• Implement the processes related to the on-boarding, travel arrangements, payment of settling-in grants, check-in, check-out and separation activities for civilian staff, affiliate personnel, as well as the installation and repatriation of recognized dependents.
• Monitor and evaluate the effectiveness of related guidelines, staff regulations and rules, policies, guidelines, practices and procedures and make recommendations through the Service Delivery Manager where necessary.
• Process and administer end-to-end entitlements and benefits of international staff members in the RSCE in an efficient and timely manner making proper recommendations where exception is required.
• Provide guidance and advice to internal and external clients on Benefits and Entitlements, Staff Regulations and Rules and HR guidelines and promote a collaborative and client-oriented approach.
• Review requests for entitlements and claims, handle non-routine and complex cases undertaking necessary research if necessary.
• Assist the service line with the administration and certification on the processing of benefits and entitlement processes in compliance with the Rules and Financial framework.
• Engage in comprehensive HR strategy including benefits and entitlements management.
• Review and recommend revision of HR policy guidelines relating to benefits and entitlements as deemed necessary.
• Make inputs to the design and development of the delivery processes.
• Perform HR Administration of benefits and entitlements in UMOJA in line with delegation of authority, maintain UMOJA entitlements and HR local contracts and administration roles.
• Assist in the review and processing of data pertaining to conditions of service.
• Resolve queries escalated in iNeed in UMOJA.
• May supervise the work of Human Resources Assistants at the lower level.
• Provide general office support services; draft and/or process a variety of correspondence and other communications.
• Set up, maintain and monitor reference files/records (electronic and paper).
• Schedule appointments/meetings, monitor deadlines, etc.
• Undertake research on a range of HR related issues and prepare notes/reports.
• Maintain and monitor automated databases containing HR related statistics and prepare periodic reports for HR management.
• Prepare necessary documentation for distribution to various offices, departments and overseas offices.
• Perform a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc).
• Assist in the preparation of necessary documentation for distribution to various offices, departments and overseas offices.
• May provide guidance and training to less experienced staff.
• Perform other duties as may be required.

Requirements

• High school diploma or equivalent is required.
• Additional qualification or certification in human resources is desirable.
• A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related areas is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level degree or higher.
• Experience in administration of a broad range of entitlements and benefits using Human Resources Systems Applications and Products (SAP) or Enterprise Resource Planning (ERP) software e.g. UMOJA or other similar platforms is required.
• Experience in application of the United Nations common system or other similar international organization’s human resources policies, procedures and practice in an operational environment is desirable.
• Experience in a shared service center or similar setup is desirable.
• Knowledge of Human Resources policies, practices and procedures and ability to apply them in an organizational setting.
• Solid knowledge of SAP and UMOJA.
• Ability to identify issues, formulate opinions, draw conclusions and recommendations.
• 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.
• An impeccable record for integrity and professional ethical standards is essential.
• English language proficiency at UN Level III is required.
• French language proficiency at UN Level II is desirable.

Skills

• Human Resources Management
• Administrative Services
• Entitlements and Benefits Administration
• Payroll Processing
• Human Resources Policies
• Human Resources Procedures
• SAP
• Umoja
• Enterprise Resource Planning
• United Nations Common System
• Shared Service Centers
• HR Systems Maintenance
• Gender Equality
• Operational HR Support

Languages

English, French