Human Resources Assistant Vacancy-Job Ref: ACKWUN/0621/20230623

Human Resources Assistant Vacancy-Job Ref: ACKWUN/0621/20230623
Kuwait City(Kuwait)
JOB DESCRIPTION
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 Human Resources Assistant at this level will report to the Human Resources officer and under the overall guidance of the Chief Human Resources Officer.
Responsibilities
Under the supervision of the Human Resources Officer (Team Leader), the Human Resources Assistant will perform the following duties:
Administration of Staff Contracts and Benefits & Entitlements:
• Carries out on-boarding process of staff, which requires preparation of the Letter of Offers and Letter of Appointment and conducting induction;
• Advising staff and processing of related entitlements and allowances, in accordance with staff regulations, rules, policies and applicable provisions, on a timely basis (i.e. dependency allowances, language allowance, step increment, among others);
• Monitoring contract expiration and processing contract renewals; conducting eligibility review for contract conversion;
• Reviewing and processing temporary and permanent movements and its related administrative actions;
• Reviewing and taking required action concerning requests for change of personal status; Annual Declaration submissions and entitlement monitoring exercises.
• Initiating and processing check out and separation-related actions;
• Reviewing, processing and monitoring leave related processes (such as, maternity leave, paternity leave, sick leave, special leave, time and attendance certification);
• Review and process night differential, transportation allowance and Danger Pay monitoring.
• Review and process Individual contractors contracts and monthly payments.
• Assisting with periodic running of monitoring reports and contributing to special projects, as needed;
• Reviewing and taking action of assigned service requests (iNeed)
General:
• Provide general office support services for HRMS; drafts and/or processes a variety of correspondence and other communications, preparation of the HR valise to UNHQ.
• Sets up and maintains reference files/records (electronic and paper) for office of the CHRO and HRMS.
• Schedules appointments/meetings, monitors deadlines, etc for the office of the CHRO.
• Undertakes research on a range of HR related issues and assists in the preparation of notes/reports/presentations.
• Maintains automated database containing HR related statistics and prepares periodic reports
• Assists the Office of CHRO in the preparation of responses to the MEU, UNDT, Auditors and OIOS, etc.
• Assist in the review and maintenance of the staffing table and post management, performance management and training, etc
• Performs a variety of administrative duties (e.g. leave recording, request for office supplies and equipment, etc.).
• Perform any other duties and special projects as required.
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.
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.
Technological awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
Education
High school diploma or equivalent is required.
Technical or vocational certificate in human resources, business administration or personnel administration is desirable.
Job – Specific Qualification
Technical or vocational certificate in human resources, business administration or personnel administration is desirable.
Work Experience
A minimum of five (5) years of experience in human resources management, administrative services or related area is required.
Minimum two (2) years of experience in the recruitment of staff and / or administration of staff entitlement is desirable.
Minimum one (1) years of experience in the preparing reports and responses on legal matters is desirable.
Minimum one (1) year of experience in the implementation of human resources policies, regulation and rules is desirable.
Experience using recruitment platforms such as Inspira or similar and/or experience in using Enterprise Resource Planning (ERP) systems such as SAP is desirable.
Experience within the United Nations Common System or other international organization 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 Arabic is desirable.
Note: “Fluency” equals a rating of ‘fluent’ in all four areas (speak, read, write, and understand) and “Knowledge of” equals a rating of ‘confident’ in two of the four areas.
Assessment
Evaluation of qualified candidates will include a written assessment which will be followed by competency-based interview.
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