Human Resources Assistant

The Human Resources Assistant supports the Regional Service Centre at Entebbe with the administration and implementation of benefits and entitlements for international and national staff, ensuring compliance with UN staff rules and regulations. The role involves processing payroll, entitlements, claims, and providing client-oriented HR services within the Umoja HR system.

Responsibilities

• Assist in the preparation of staff members' entitlements including claims, danger pay, daily subsistence allowance, mission subsistence allowance for Government provided Personnel and Individual Uniformed Personnel, volunteer living allowance and any other allowances for payments in conformity and adherence to applicable United Nations policies.
• Process the entitlements, benefits and payroll for the international and national civilian staff and non-staff on behalf of the 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, non-staff and uniformed personnel.
• Assist in the processes related to the on-boarding, travel arrangements, payments of settling in grants, check-in, check-out and separation activities for civilian staff, uniformed personnel and non-staff, as well as the installation and repatriation of recognized dependents.
• Monitor and evaluate the effectiveness of related guidelines, staff rules, HR rules and regulations, practices and procedures, and make recommendations through the Chief of Unit where necessary.
• Process and administer end-to-end entitlements and benefits of International staff members in the RSCE in an efficient and timely manner, i.e. Personnel Administration of Contracts, Personnel administration of movements, Time Management and Separations.
• Advise internal and external clients on Benefits and Entitlements, Staff Rules and Regulations and HR guidelines and promote a collaborative and client-oriented approach.
• Review and process requests for entitlements and claims.
• Assist the service line with the administration and certification on the processing of benefits and entitlements processes in compliance with the Rules and Financial framework.
• Determine, certify and process financial entitlements related to appointments, reassignments, ongoing entitlements and salaries.
• Ensure accurate and complete submission of claims and entitlements in compliance with policy and guidelines.
• Review and recommend revision to Human Resources (HR) policy guidelines relating to Benefits and entitlements as deemed necessary.
• Perform HR administration of Benefits and Entitlements in Umoja in line with the 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.
• Provide general office support services, draft and/or process a variety of correspondence and other communications.
• Set up and maintain reference files/ records (electronic and paper).
• Schedule appointments/ meetings, monitors deadlines, etc.
• Undertake research on a range of HR related issues and assists in the preparation of notes/reports.
• Maintain automated database containing HR related statistics and prepares periodic reports.
• Perform a variety of administrative duties (e.g. leave recording, request for office supplies and equipment etc.).
• May provide guidance/ training to less experienced staff.
• Perform other duties as and when required by the Supervisor.

Requirements

• High school diploma or equivalent is required.
• Completion of a specialized Umoja HR Partners training course and certification for designation as UMOJA HR Partner, or similar training and certification is desirable.
• A minimum of five (5) years of progressively responsible experience in Human Resources management, administrative services or related area is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first level degree or higher.
• Experience in the administration of a broad range of staff entitlements and benefits using Human Resources Systems Applications and Products (such as SAP or PeopleSoft, or similar system) or Enterprise Resource Planning (ERP) software is desirable.
• Experience in application of United Nations or similar international organization Staff Rules and Regulations in a multi-country operational environment is desirable.
• Experience in a shared service center providing support to multiple countries or a similar setup is desirable.
• Knowledge of Human resources policies, practices and procedures and ability to apply them in an organizational setting.
• Solid knowledge of Systems Applications and Products (SAP) and Umoja.
• Ability to identify issues, formulate opinions, draw conclusions and recommendations.
• English language proficiency at UN Level III is required.
• French language proficiency at UN Level II is desirable.

Skills

• Human Resources Management
• Administrative Services
• Umoja HR Partner Certification
• Umoja HR System
• SAP
• PeopleSoft
• Enterprise Resource Planning
• Staff Entitlements
• Benefits Administration
• UN Staff Rules
• Shared Service Centers
• Payroll Processing
• Claims Processing
• HR Policies and Procedures
• Client-focused HR Services

Languages

English, French