The United Nations Office for Project Services is an operational arm of the United Nations, dedicated to implementing projects for the United Nations System, international financial institutions, governments and other partners in the aid world.

Background Information – Job-specific

Based in Nairobi, Kenya and under the direct supervision of the HR Officer – Recruitment Support Services, the Senior HR Assistant – Recruitment Support Services is responsible for effectively administering and implementing HR recruitment support services across the organization.

The HR Senior Assistant – Recruitment Support Services works in close collaboration with the Programme, Project and Support Services colleagues administering UNOPS and partner personnel globally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery, particularly in terms of recruitment processes. S/he provides recruitment support to field offices, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery.

The HR Senior Assistant – Recruitment Support Services promotes a client-oriented approach, consistent with the governing rules and regulations for HR management and selections in UNOPS. S/he works in close collaboration with the managers of the different field offices to ensure consistent service delivery and efficient and timely recruitments. S/he closely monitors recruitment plans and recruitment KPIs.

Summary of Key Functions:

• Administrative support to talent acquisition and recruitment administration
• Support process improvements and HR knowledge-building initiatives

 Functional Responsibilities

Administrative support to talent acquisition and recruitment administration

• Provide support to the HR Associates handling recruitments at various stages of the selection process. This includes administrative support to recruitments and selections, e.g.
  • create vacancy announcements in UNOPS’ online recruitment system
  • support with office-wide email circulations for internal positions
  • coordinate with local job website(s) for outreach activities for internal positions
  • coordinate the scheduling of interviews and written tests, as appropriate, on behalf of the hiring office
  • support with plagiarism and AI checks for the written tests
  • conduct background checks
  • initiate fee-setting exercises
  • take minutes during interviews and finalize the overall selection minutes with active input from panel members (English-language panels)
• Support full recruitment cycle for internal positions up to ICS-7.
• Build and maintain a fluid relationship with clients through constant communication.
• Support the completion of recruitment processes including offers and rejections, and updating the status of recruitment cases in the on-line information system in line with UNOPS policy.
• Prepare recruitment files and other process approvals.
• Support efficient, timely, and client-focused selections of new personnel.
• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.

Support process improvements and HR knowledge-building initiatives

• Input and update accurate data and information to institutionalize and disseminate knowledge using technology, electronic systems and tools to initiate work and share information with colleagues.
• Assist with projects in support of recruitment-related initiatives for attainment of business objectives according to corporate HR strategy.
• Contribute to corporate HR initiatives and knowledge networks by assisting with the collection of data on trends, risks and opportunities and by providing collaborative synthesis of lessons learnt and dissemination of best recruitment practices.
• Support the delivery of training and learning initiatives for personnel on recruitment-related topics.

 Education/Experience/Language requirements

Education:

• Completion of Secondary education is required.
• 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.

Experience:

• Minimum of five years of relevant experience in an international and/or national organization in providing support to recruitments and/or HR-generalist services is required.
• Proficiency in computers and office software packages and experience in handling of web-based management systems is required.

Language Requirements

• Full knowledge of English is required.
• Knowledge of another official UNOPS language is an asset.

Other Requirements

• 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.