Overview
The Human Resources Assistant supports the Regional Service Centre in Entebbe with the determination and implementation of benefits and entitlements for international and national staff, ensuring compliance with staff rules and regulations.
Key Responsibilities
- Assist in the preparation of staff members' entitlements including claims, danger pay, daily subsistence allowance, mission subsistence allowance, volunteer living allowance and any other allowances.
- Process entitlements, benefits and payroll for international and national civilian staff and non-staff.
- Assist in managing business processes related to payroll, leave entitlements, contract extensions, separations and final payments.
- Assist in processes related to on-boarding, travel arrangements, payments of settling in grants, check-in, check-out and separation activities.
- Monitor and evaluate the effectiveness of related guidelines, staff rules, HR rules and regulations, practices and procedures.
- Process and administer end to end entitlements and benefits of International staff members.
- Advise internal and external clients on Benefits and Entitlements, Staff Rules and Regulations and HR guidelines.
- Review and process requests for entitlements and claims.
- Assist the service line with the administration and certification on the processing of benefits and entitlements processes.
- Determine, certify and process financial entitlements related to appointments, reassignments, ongoing entitlements and salaries.
- Ensure accurate and complete submission of claims and entitlements in compliance with policy and guidelines.
- Review and recommend revision to Human Resources (HR) policy guidelines relating to Benefits and entitlements.
- Perform HR administration of Benefits and Entitlements in Umoja.
- Assist in the review and processing of data pertaining to conditions of service.
- Resolve queries escalated in iNeed in UMOJA.
- Provide general office support services, draft and/or process correspondence and other communications.
- Set up and maintain reference files/ records (electronic and paper).
- Schedule appointments/ meetings, monitors deadlines.
- Undertake research on a range of HR related issues and assists in the preparation of notes/reports.
- Maintain automated database containing HR related statistics and prepares periodic reports.
- Perform a variety of administrative duties (e.g. leave recording, request for office supplies and equipment).
- May provide guidance/ training to less experienced staff.
- Perform other duties as and when required by the Supervisor.
Required Experience
- A minimum of five (5) years of progressively responsible experience in Human Resources management, administrative services or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first level degree or higher.
- Experience in the administration of a broad range of staff entitlements and benefits using Human Resources Systems Applications and Products (such as SAP or PeopleSoft, or similar system) or Enterprise Resource Planning (ERP) software is desirable.
- Experience in application of United Nations or similar international organization Staff Rules and Regulations in a multi-country operational environment is desirable.
- Experience in a shared service center providing support to multiple countries or a similar setup is desirable.
Qualifications
- High school diploma or equivalent is required.
- Completion of a specialized Umoja HR Partners training course and certification for designation as UMOJA HR Partner, or similar training and certification is desirable.
