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. Under the strategic guidance of the Department of Operational Support (DOS), the Kuwait Joint Support Office provides efficient and client-oriented services with the goal of moving transactional, non-location dependent administrative functions from its client entities. These include transactional elements of human resources, finance, travel and payroll.

This position is located in the Kuwait Joint Support Office ( KJSO) . The incumbent will report to the Human Resources Officer and under the overall guidance of the Chief Human Resources Officer.

Responsibilities

Under the overall guidance of the Chief of Human Resources Services Section and the direct supervision of the Human Resources Officer/Team Leader, the Human Resources Assistant FS-5 will be responsible for the following duties:

On-Boarding and Administration of Staff Contracts and Benefits & Entitlements:
• Create request in employee self-service (ESS) on behalf of staff/non-staff through UMOJA Portal, approve self-service request initiated by employees, search and submit request for creating index number when necessary; perform actions on onboarding, contract renewals/extensions, permanent/temporary movements, separation.
• Prepare recommendation of grade and level, letter of offer and required documents for entry medical examination. Brief newly arrived staff members regarding entitlements.
• Perform actions on employee entitlements: settling-in grant, relocation grant, education grant advance, education grant claims, recovery of advance, language benefit, maintain family status, mobility, repatriation grant, rental subsidy/deduction.
• Perform actions on time processes: Maternity leave, special leave, sick leave, family visit and home leave travel, rest & recuperation (R& R) and paternity leave recording, disability, create employee self-service request or record absence/attendance on behalf of employees, view team calendar and absence of balances of employees, monitor time and attendance for staff including danger pay. Liaise closely with the client missions to process and facilitate payments and on administering sick leave/medevac cases, compensatory time off requests.
• Perform actions on payroll processes: process and confirm payroll, claims processing and overpayments.
• Perform requesting and managing services for consultants and individual contractors: Issue contracts and review service entry sheets for consultants & individual contractors’ fee payment.
• Perform core master data management functions. Review & approve data elements entered in ESS including original supporting documentation and upload seen & verified copies and if required enters/changes on behalf of employees.
• Supervise and monitor the work of Human Resources Assistants at the lower level in carrying out all human resources transactions including but not limited to processing personnel and related HR transactions and maintenance of staffing tables;
• Provide oversight, reviews and process the Education Grant Claims and Advances received from EG client missions;
• Provide oversight, reviews and submit the ABCC claims and provide effective service delivery of the Claims and Compensation Team to meet the overall goals of the Service Centre as the Liaison Office between ABCC and peacekeeping and political missions; Perform actions on benefits processes: special leave without pay (SLWOP), claims under appendix D and MAIP;
• Provide operational support desk functions (OSD functions) for HR substantive and technical issues as well as resolve on-going issues through quality assurance analysis and manage the Customer Relationship Management (CRM) reports through iNeed system.
• Receive and review grievances and complaints related to entitlements and benefits, assessing and evaluating the merit of each case and making recommendations for resolution; Reviews and processes entitlements and benefits related actions, making appropriate recommendations where exception is required.
• Provide advice to staff as first point of contact regarding interpretation and application of policies, regulations and rules concerning conditions of service, entitlements and benefits.
• Administer and provides advice on salaries and related benefits and travel entitlements.
• Determine benefits and entitlements for staff on the basis of contractual status in line with Staff Rules and Regulations, preparing justifications for exceptions for review by the Chief Human Resources Officer before submission to the Headquarters.
• Induct newly recruited staff members by briefing them on administrative formalities, conditions of service, entitlements and benefits.
• Review and process personnel actions through UMOJA.

Recruitment and Placement:
• Participate in the selection of candidates, including conducting roster searches for applicants and identifying short-lists of candidates, evaluating and screening applications, generating personal history profiles of candidates, facilitating the interview process and acting as ex-officio.
• Assist in the filling of vacant posts for all categories, including initiating and following-up on reference checks and academic qualifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching offers of appointment and Statement of Emoluments.
• Provide input into policy development for HR policies for staff in the Field Service, General Service and related categories.
• Schedule and coordinate entry tests for locally recruited staff.
• Supervise and support the maintenance of vacancy announcement files, staffing tables and tracking of status of recruitment cases.

Other Duties:
• Research on matters related to the administration of justice and provides inputs and information for formulation of mission response to applications of staff to MEU or UNDT.
• Analyze incoming correspondence, and drafts memorandum and faxes related to HR matters.
• Prepare monthly reports on staffing compliments and post incumbency.
• Assists in preparing policy papers, position papers and briefing notes on issues related to human resources management matters.
• Keep abreast of developments in various areas of human resources.
• Performs other duties as may be assigned.

Competencies

Professionalism:
Knowledge of Human Resources staff rules and regulations and process and database management. Ability to manage processes, maintain accurate records, interpret/analyses a wide variety of Human Resources data, and identify/resolve data discrepancies and activity problems. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

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 or equivalent diploma is required.

Job – Specific Qualification

Technical or vocational certificate in human resources management, business administration or personnel administration is desirable.

Work Experience

A minimum of eight (8) years of experience in human resources management, administrative services or related area with human resources systems using SAP and administering entitlements in an international setting is required.

Working experience as UMOJA HR-LPET is required.

Experience with hands-on management of benefits and entitlement of staff including senior level officials in a large organization is required.

Experience in supporting implementation of a recruitment, talent management or staff selection framework, and onboarding processes in complex, volatile and conflict or postconflict settings in the United Nations or in a similar international organization is required.

Working experience in providing operational support desk functions or similar support functions for Human Resources functional, substantive and technical areas is desirable.

Experience in processing Education Grant claims and advances in ERP system is desirable.

Five (5) years of experience working in a service center is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

The United Nations Secretariat maintains rosters of qualified and available candidates to fill anticipated job openings in peacekeeping operations, special political missions, and other field operations.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

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.