HR Associate (Recruitment Support Services), Multiple positions
Nairobi
- Organization: UNOPS - United Nations Office for Project Services
- Location: Nairobi
- Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Human Resources
- Administrative support
- Closing Date: 2024-02-09
Functional Responsibilities
- Support to Recruitments and Talent acquisition
- Recruitment Guidance Services
- Knowledge Building and Knowledge Sharing
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Coordinates recruitment and selection processes from beginning to end, e.g.
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create vacancy announcements in UNOPS’ online recruitment system
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support with preliminary shortlist in line with the established SOP
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administer written tests including plagiarism and AI checks
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coordinate the scheduling of interviews and written tests, as appropriate, on behalf of the hiring office
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conduct reference checks
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initiate fee-setting exercises
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take minutes during interviews and finalize the overall selection minutes with active input from panel members (English-language panels)
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create ICA awards in the UNOPS ERP system, uploading all supporting documentation to the document manager
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prepare offers to candidates and answer their questions
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Serve as the HR Representative on interview panels.
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Review supporting documentation to ensure completeness of hire packages and support submissions for review by the appropriate panel, e.g. ASB, ASP, LCPC, HQCPC.
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Ensure best practices are used for effective and efficient talent acquisition in line with UNOPS policy.
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Ensure policy compliance to all recruitment processes.
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Guide clients through recruitment and selection processes.
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Liaise with UNOPS’ HR related groups such as SSC on personnel administration matters and submit transactional HR service data (normally within the ERP system).
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Answer questions and follow-up with personnel and management to ensure completion of recruitment in electronic information systems.
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Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.
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Set up and maintain reference files/records.
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Support efficient planning and management, including liaising with internal clients/hiring managers to anticipate their recruitment needs, developing recruitment plans, setting-up and maintaining dashboards to monitor the status of recruitments and recruitment KPIs.
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Provide guidance on HR related systems and processes including but not limited to Recruitment, Contracts, Position Management, Benefits and Entitlements consistent with UNOPS rules and procedures.
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Research of precedents and analysis of merits of specific requests (for example waivers of recruitment policies); presentation of recommendations, taking into account institutionalized exceptions, and submission of recommendations for the approval of departure from established policies, procedures and guidelines.
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Provide advice and guidance to personnel on administrative procedures, processes and practices related to recruitments and the technical administration of personnel in the ERP.
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Act as liaison between unit and internal and external clients and focuses on a positive client experience and a business partnering approach.
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Advise hiring managers and guide personnel on UNOPS recruitment policies and processes and best practices.
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Support the implementation of institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.
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Contribute to HR policy development and corporate HR initiatives by assisting to collect data on trends, risks and opportunities and sharing local HR best practices vis-a-vis recruitments.
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Assist with projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy.
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Organize, facilitate and/or deliver training and learning initiatives for personnel on recruitment-related topics including to less experienced/new personnel in the team.
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Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
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Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
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Undertake research on a range of HR related issues and contribute data as well as draft notes/reports.
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Support the communication on HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.
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Contributes to knowledge management projects.
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Support process efficiency initiatives.
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Provide input to the development and maintenance of corporate systems and tools.
Education/Experience/Language requirements
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Completion of Secondary education is required.
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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.
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Minimum of six years of relevant experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services is required.
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Proficiency in computers and office software packages and experience in handling web-based management systems is required.
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Full knowledge of English is essential.
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Knowledge of another official UNOPS language is an asset.
- 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.