HR Senior Assistant

JOB DESCRIPTION

Background Information – BSSC

The UNOPS Bangkok Shared Service Centre (BSSC) is a corporate delivery platform of transactional services under the Shared Services Centre (SSC). BSCC was established for the purpose of: providing global cost-effective transactional services, enhancing the compliance and operational capacity of UNOPS, increasing efficiency, reducing costs and standardizing systems and procedures. BSSC provides global HR shared services related to personnel administration.

For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS' operations and the greater UN system.

Background Information – Job-specific

Based in Nairobi, Kenya and under the direct supervision of the HR Officer – Recruitment Support Services, the Senior HR Assistant – Recruitment Support Services is responsible for effectively administering and implementing HR recruitment support services across the organization.

The HR Senior Assistant – Recruitment Support Services works in close collaboration with the Programme, Project and Support Services colleagues administering UNOPS and partner personnel globally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery, particularly in terms of recruitment processes. S/he provides recruitment support to field offices, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery.

The HR Senior Assistant – Recruitment Support Services promotes a client-oriented approach, consistent with the governing rules and regulations for HR management and selections in UNOPS. S/he works in close collaboration with the managers of the different field offices to ensure consistent service delivery and efficient and timely recruitments. S/he closely monitors recruitment plans and recruitment KPIs.

Functional Responsibilities

Summary of Key Functions:

1. Administrative support to talent acquisition and recruitment administration

2. Support process improvements and HR knowledge-building initiatives

1. Administrative support to talent acquisition and recruitment administration

• Provide support to the HR Associates handling recruitments at various stages of the selection process. This includes administrative support to recruitments and selections, e.g.
  • create vacancy announcements in UNOPS' online recruitment system
  • support with office-wide email circulations for internal positions
  • coordinate with local job website(s) for outreach activities for internal positions
  • coordinate the scheduling of interviews and written tests, as appropriate, on behalf of the hiring office
  • support with plagiarism and AI checks for the written tests
  • conduct background checks
  • initiate fee-setting exercises
  • take minutes during interviews and finalize the overall selection minutes with active input from panel members (English-language panels)
• Support full recruitment cycle for internal positions up to ICS-7.
• Build and maintain a fluid relationship with clients through constant communication.
• Support the completion of recruitment processes including offers and rejections, and updating the status of recruitment cases in the on-line information system in line with UNOPS policy.
• Prepare recruitment files and other process approvals.
• Support efficient, timely, and client-focused selections of new personnel.
• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.

2. Support process improvements and HR knowledge-building initiatives

• Input and update accurate data and information to institutionalize and disseminate knowledge using technology, electronic systems and tools to initiate work and share information with colleagues.
• Assist with projects in support of recruitment-related initiatives for attainment of business objectives according to corporate HR strategy.
• Contribute to corporate HR initiatives and knowledge networks by assisting with the collection of data on trends, risks and opportunities and by providing collaborative synthesis of lessons learnt and dissemination of best recruitment practices.
• Support the delivery of training and learning initiatives for personnel on recruitment-related topics.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

• Completion of Secondary education is required.
• First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable but not a requirement and may substitute for some of the required years of experience.

Experience:

• Minimum of five years of relevant experience in an international and/or national organization in providing support to recruitments and/or HR-generalist services is required.
• Proficiency in computers and office software packages and experience in handling of web-based management systems is required.

Language Requirements

• Full knowledge of English is required.
• Knowledge of another official UNOPS language is an asset.

Other Requirements

• Within the required working hours (8 hours per day plus a 30 minute lunch break), some flexibility to accommodate recruitments occurring outside the Nairobi time zone (GMT+3) is expected.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA)

Contract level: LICA-5

Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
• This position is stationed in Nairobi, Kenya, which is a family duty station.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

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