Senior Human Resources Assistant -Jijiga, Ethiopia

Job Description

Standard Job Description

Organizational Setting and Work Relationships

Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR).

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks.

In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties

– Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff.

– Process local staff members contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures.

– Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office.

– Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations.

– Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations

– Assist with shipment of their personal effects in coordination with the logistics section.

– Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency.

– Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records.

– Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.

– Initiate routine correspondence on HR matters for the authorizing officers approval.

– Perform other related duties as required.

Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level

• For G5 – 2 years relevant experience with High School Diploma;
• or 1 year relevant work experience with Bachelor or equivalent or higher.

Field(s) of Education

• Not applicable

Certificates and/or Licenses

• Secretarial Administrative (Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

• Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.

Desirable

• Field experience with UNHCR and/or with other humanitarian organizations is an asset.
• High IT affinity and working experience of PeopleSoft/MSRP.

Functional Skills

• IT-Computer Literacy
• PG-Resource planning
• FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
• HR-PeopleSoft Human Capital Management
• UN-UN/UNHCR Administrative Rules, Regulations and Procedures
• IT-Enterprise Resource Planning (ERP) (Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

• Location of Assignment: Bokh
• The incumbent of the position will be based in Bokh not in Jijiga, which is the exact location of the contractual assignment of this position.
• Additional language skills in Somali are a desirable.
• Female applicants are strongly encouraged to apply.

Living and Working Conditions:

Bokh town is located in Doolo zone of the Somali Regional State of Ethiopia and is the headquarters of the Bokh woreda (District), with an estimated population of 50,000 people. It is situated 170 kms away from Wardher, the Doolo zonal capital, 780km from Jijiga, 80-100 km from the Ethiopia-Somalia border and 1,400 kilometers away from Ethiopia’s capital city, Addis Ababa.

Kebridehar is the nearest big town located on the main asphalt road from Jijiga that has an airport providing air transport from Addis Ababa to the region. However, the distance from Kebridehar to Bokh via Wardher is about 305 kms, but this takes about 7 hours due to the rough nature of the road.

Bokh and its surrounding areas are characterized by moderate, dusty, and dry weather. The temperature varies from 30–38 degrees Celsius and can rise up to 40 degrees Celsius, thus creating a very hot and uncomfortable environment. The rainy season is normally during the months of June to September and although it reduces the warm temperature, it creates a perfect condition for insects to fertilize, especially mosquitoes.

The currency used in Doolo zone is the Ethiopian Birr (ETB). There are no banking services in Bokh town. The nearest banking facility if the branch for the Commercial Bank of Ethiopia in Wardher, the zonal capital. It is recommended to carry cash before arriving at the Bokh UNHCR Satellite Office.

Services like electricity and water are very limited. Electricity for the town is supplied for a few hours a day from a big generator and some residents have invested in solar power. Water is provided from two main boreholes whose capacity does not satisfy the entire town population, with proposed rehabilitation and construction of new boreholes by the district authorities.

Network coverage is unreliable in Bokh. In commercial hotel accommodations, there is no access to the internet at all. Sometimes staff use mobile phone data to check their emails. Connection to wireless networks and other ICT needs is under preparation by UNHCR ICT colleagues. VSAT equipment are being prepared for installation in Bokh and some ICT emergency kits have recently been delivered in Bokh to facilitate staff office activities.

Currently, accommodations are being provided by two private commercial hotels (Shobane and Rambo) with the price varying between ETB 500-600 per night. UNHCR is planning to rent a property for staff accommodation which will then provide a standard accommodation rate in accordance with the Policy on UNHCR-Provided Accommodation in the Field. However, due to the numbers of humanitarian workers arriving in Bokh, accommodation has recently been scarce. UNHCR has dispatched some 50 tents and mattresses to set up a tented camp for staff accommodation to complement available hotel spaces.

Most accommodations do not have private bathrooms, air-conditioning, closets, or other additional house furniture.

Upon arrival at the UNHCR Satellite Office in Bokh, a security briefing is required. Official working hours are Monday through Thursday: 08:30 – 17:30 hours, with a one-hour lunch break from 12:30 to 13:30 hours; while on Friday: 08:30 – 14:00 hours, with no lunch break.

• This position doesn’t require a functional clearance

Skills

• FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other),
• HR-PeopleSoft Human Capital Management,
• IT-Computer Literacy,
• IT-Enterprise Resource Planning (ERP),
• PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Certifications

• Administration – Other, Secretarial – Other

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