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Human Resources Assistant
Under the supervision of the HR Officer, the incumbent will carry out the following duties:-
Take an active role in supporting the recruitment process by designing Vacancy Announcements, reviewing candidates’ applications for advertised vacancies, assist recruiting units in designing suitable tests and interview questions/criteria, participate in interviews and providing guidance to recruiting managers on the recruitment practices.
Assist in determining entitlements, issue contracts and process human resource transactions for national staff.
Input or oversee data input, maintaining data integrity in WINGS, and initiate corrective actions when necessary.
Participate in delivery of training in HR related areas.
Participate in discussions on new or revised procedures & practices, interpret and assess the impact of changes and make recommendations and follow up actions.
Brief and debrief staff members in issues relating to HR matters. Provide critical resources in staff induction and explain HR policies to new and existing staff. Disseminate information on new policies to all staff in general staff meetings in field offices.
Ensure that salary, overtime, hours of work, leave policy, entitlement, health insurance and detailed Terms of Reference are comprehensively explained to candidates in employment offers.
Verify benefits and other human resources related claims for accuracy and conformance with personnel rules and regulations.
Assist supervisor in monitoring the contractual status of all staff on various appointments based in immediate location or within the office’s mandate; monitor within grade service increment schedules and ensure the timely preparation and issuance of contract renewals and personnel action forms.
Check and maintain attendance registers, leave reports and other forms and reports.
Check and maintain personnel files for all staff at location, ensuring all documentation is complete; maintain and update confidential personnel information and documents and ensure relevant documents are kept in their respective files.
Assist in preparation of administrative reports; draft routine correspondence; arrange for briefings/debriefings & take notes at meetings.
Ensure that UNDP and WFP issued Human Resource and personnel policy manuals, rules, regulations, guidelines and circulars, are updated and filed regularly.
Perform other related duties as required.
Qualifications and Experience:
Successful completion of Secondary School Education. A University Degree and advanced training in Human Resources Management is desirable.
A minimum of five years’ progressively responsible clerical experience, including at least two years in the field of Human Resources.
Proven ability in producing well organised reports and records, independently or with general guidance.
Should be able to quickly and accurately handle large volumes of work under time constraints/pressure as well as during emergency.
Should have sound judgement, initiative, excellent coordination skills and be a quick thinker.
Ability to deal patiently and tactfully with staff members of all levels and of different national and cultural backgrounds.
Should have a high sense of confidentiality and a passion to work with staff in difficulty situations.
Ability to work in a team environment and achieve common goals.
Computer literate with good working knowledge of Microsoft software applications (MS Word, Excel, PowerPoint etc).
Excellent communication skills. Proficiency in written and oral English and Kiswahili is a must have.
How to apply:
Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/14/13 with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees.
Candidates should also complete a Personal History form (P.11) available on the following link http://www.unon.org/docs/P11.doc.
All documents should be sent in an envelope which must be marked: CONFIDENTIAL WFP/14/13 and sent to:- Human Resources Officer World Food Programme P.O. Box 44482 NAIROBI 00100 WFP is an equal opportunity employer and does not charge a fee at any stage of the recruitment process.
Closing Date: 28th May 2013
Major Duties and Responsibilities:
Extract and input data from various sources in procurement systems;
Respond to queries regarding procurement data from staff in the unit and from others in the Kenya Country Office;
Initiate administrative actions related to procurement information;
Draft and carry out procurement actions related to tendering process;
Prepare initial purchase orders and contracts for review by the Procurement Officers;
Maintain relevant internal databases and files; keep track of contractual agreements;
Verify claims for accuracy and conformance with procurement rules and regulations;
Draft routine correspondence related to the unit’s work and type a variety of material such as correspondence, reports and papers;
Provide information related to the above functions and exchange a variety of statistical information;
Perform other duties as required.
Qualifications and Experience:
Successful completion of secondary school education supplemented by Training in Procurement / Purchasing and Supplies.
Knowledge of WFP manuals in the area of Procurement will be an added advantage.
Computer literate with good working knowledge of Microsoft software applications (MS Word and Excel). General knowledge of UN system policies, rules, regulations and procedures governing procurement administration.
Three years’ progressively responsible support or secretarial work experience, including at least two years in the field of procurement, finance, accounting, audit or administrative services and at least one year at the G4 level or equivalent.
Ability to produce organised, accurate and well documented records conforming to required format with well analysed data. Ability to review a variety of data, identify and adjust data discrepancies, identify and resolve operational problems.
Ability to communicate moderately complex matters clearly and concisely.
Ability to perform detailed work, work of a confidential nature and handle a large volume of work possibly under time constraints.
Ability to deal patiently and tactfully with people of different national and cultural backgrounds.
Good written and oral English communication skills. Good spoken Kiswahili.
Sound judgement, ability to extract, interpret, analyse and format data and to resolve operational problems.
How to apply:
Interested candidates meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/13/13, with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees.
Candidates should also complete a Personal History form (P.11) available on the following link – http://www.unon.org/docs/P11.doc.
All documents should be sent in an envelope which must be marked: CONFIDENTIAL WFP/13/13 and sent to:- Human Resources Officer World Food Programme P.O. Box 44482 NAIROBI 00100 OR deliver to Office B-120, UN Complex, Gigiri.
WFP is an equal opportunity employer and does not charge a fee at any stage of the recruitment process. Only short listed applicants will be contacted.
Closing Date: 28th May 2013
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