Job description
Background Information – Job-specific
Under the guidance and supervision of the Human Resource Officer, the HR Assistant provides support to HR services at UNOPS,ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.
The HR Assistant works in close collaboration with the Project and Support Services colleagues to exchange information and ensure consistent service delivery.
Summary Of Key Functions
Functional Responsibilities
Implementation of HR strategies and proceduresAssistance in recruitment processesAdministration of contractual benefits and entitlementsStaff development and trainingKnowledge building and knowledge sharing.
Ensures implementation of HR strategies and procedures, focusing on achievement of the following results:
Full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.Input to the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.
Implements UNOPS recruitment processes, focusing on achievement of the following results:
Assistance to the supervisor for the development and implementation of a human resources management system in relation to planning, administering and monitoring of all matters related to human resources management concerning national and international staff and other personnelAssistance in undertaking recruitment processes for personnel as requiredReview of incoming requests and all relevant documentation relating to recruitment, contract extensions, transfers, exchange or loan, and separation of staff, consultants, or contractors, initiating required personnel actions in respect thereof.Use of tracking tools to monitor recruitment status and other indicators for management and recruitment purposes.Monitoring and tracking of status of requests, initiating follow-up actions to ensure selection review submission is timely, accurate and contains complete documentation.Review of Requests for Personnel Action (RPA) forms to ensure correct budget allocation, and for separating staff, verification that no financial obligations are due to UNOPS;Review of consultants’ qualifications and experience and Terms of Reference to determine daily remuneration to be paid in accordance with the established fee schedule;Briefing and guidance to clients and partners on the application and interpretation of recruitment policies and procedures.Maintenance of personnel records for all Regional Office/Project Centres and project International Staff, ensuring projects maintain records for project national personnel;Oral and written response to staff inquiries regarding their conditions of service; drafting of correspondence in relation to the inquiries for signature by designated Officer;Update and management of the staffing tables and provision of statistical summaries related to them, including arranging and keeping track of movements of UNOPS personnel;
Ensures efficient administration of contracts, benefits and entitlements, focusing on achievement of the following results:
Monitoring and tracking of transactions to ensure timely, consistent and equitable provision of services with a client focusAssistance in the research of precedents and analysis of merits of specific requests and presentation of recommendations/solutions to supervisorDrafting of letters of offer and separation outlining the conditions of the appointments/transfer/separations for the approval of the supervisor. Briefing to staff on the conditions of service related to contracts and/or appointments/transfersCollection, verification and follow-up on required documentation related to allowances, appointments and contracts.Maintenance of a monitoring system to ensure timely retrieval of information as required.
4. Provides support to staff development and training, focusing on achievement of the following results:
Assistance in planning, organizing and making logistical arrangements for workshops, corporate meetings and retreats as requiredCoordination of the collection of feedback on learning events and presentation of results for review purposesAssistance in design and presentation of training materials and course outlines.
5. Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:
Participation in the trainings for the operations/ projects staff on HR.Contributions to knowledge networks and communities of practice.
Impact of Results:- The key results have an impact on the overall execution of the UNOPS HR services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNOPS capability in the HR management.
Competencies
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Education
Secondary Education is required. Bachelors Degree in Business Administration, Human Resource Management or equivalent is an asset
Experience
With secondary education, 5 years experience in supporting a human resource management area or administration area is required
At least two years experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) is required.
Experience in handling of web-based management systems is highly desireable
UNOPS/UN experience is required:
Languages
Fluency in written and oral English is required. Knowledge of French is desirable.
Contract type, level and duration
Contract type: Local ICA (Individual Contractor Agreement)
Contract level: LICA5 Equivalent to ICS-5/G5 level
Contract duration:6 months (with possibility of extension)
Additional Considerations
Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options.
This policy applies to UNOPS personnel on all contract types.
Please note that the closing date is midnight Copenhagen time (CET)
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN
Security Management System and that of UNOPS.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.
