The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-HABITAT) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org).
This post is located in the United Nations Office at Nairobi (UNON), Human Resources and Management Service (HRMS), Office of the Chief. Under the general supervision of the Chief, Human Resources Management Service, the incumbent will perform the following duties:
Responsibilities
1. Takes over from the Talent Management Centre and completes onboarding process of selected candidate, processes personnel action (PA) for the candidate, prepares Letter of Appointment for signatures and conducts new staff member induction; monitors contract expiration dates and processes requests for contract extension; conducts eligibility review of staff for contract conversion and prepares list of eligible staff for submission to OHRM
.2. Processes temporary and permanent movements and its related administrative actions (temporary assignments, temporary grade/promotion; special post allowance (SPA), settling-in-grant, relocation grant, mobility, etc.); initiates and processes separation (Separation PA and Separation Payment personnel actions; repatriation grant, etc.) and hands over to Pay-cluster colleagues for final payments, UNJSPF/ASHI related actions, as applicable. Reviews and prepares submission of cases to the Pension Board for disability cases. Reviews and prepares administrative details for staff moving on Interagency agreement basis.
3. Advises staff on UN entitlements and benefits; determines entitlements for staff based on contractual status; reviews and processes submissions for education grant advances and claims; monitors planned education grant recoveries and takes appropriate action; takes necessary action to maintain family status of staff members and administers respective entitlements by processing required personnel actions in Umoja. Monitors payment of dependency allowances and takes necessary actions to keep them up-to-date; reviews and approves rental subsidy and rental deductions; monitors rental subsidy applications and conducts audit on randomly selected cases.
4. Reviews requests for change of personal status and takes necessary actions; reviews eligibility and processes language incentives; reviews eligibility and approves HR and Entitlement Travel; reviews Annual Declaration submissions and ensures full compliance by staff under their responsibility
.5. Reviews and approves maternity leave requests and takes necessary actions; establishes paternity leave quota; certifies sick leave up to 20 days, and monitors sick leave entitlements; reviews and approves requests for special leave without pay (SLWOP); reviews and processes other types of special leave; approves/rejects staff members’ requests for Rest and Recuperation (R&R); and administers danger pay; follows up with respective Time Administrators to monitor attendance records as required; liaises with Joint Medical Services and client offices to reconcile sick leave records.
6. Processes Letter of Appointment and Personnel Actions (Onboarding, Movement, Separation) for Conference Language staff serving on When Actually Employed basis, records and monitors positive time recording, the payroll withhold report and liaises with other offices, as required.
7. Monitors implementation and compliance with existing regulations through review of personnel actions processed in Umoja; monitors Umoja ECC reports and staffing tables for a variety of human resources activities, e.g. appointments, retirement, expiration of appointments, temporary and permanent movements, special post allowances, secondments and loans, expiration of appointments, retirements and other separations from service, including disability and death cases; advises staff members regarding conditions of service and entitlements. Refers complex cases to the Operational Support Desk (OSD).
Competencies
Job Requirements
Required education
: Vocational school
Required relevant work experience
: 5 years
Required languages:
English (Spoken: fluent | Written: fluent)
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