HR Assistant

Contract

This is a LICA-4 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 4 years of experience, depending on education. More about LICA-4 contracts.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the Government and people of Afghanistan through delivery of projects and services in line with the government’s national priorities. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO is implementing a number of projects in a range of sectors including infrastructure (roads, bridges, justice and security, health, and water supply) development, procurement services, HR services, capacity building, and humanitarian protection, amongst others, on behalf of the Government of Afghanistan, the international donor community, and other UN agencies.

The functional objective of UNOPS AFCO is to contribute to the achievement of the development outcomes sought by the Government of Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the reconstruction and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO’s services, at all times, in all places, in all circumstances, in order to improve significantly the lives of all Afghans in need

Background Information - Job-specific

Established in 2015, Resolute Support (RS) is a NATO-led, non-combat mission with a mandate to train, advise and assist the Afghan National Defence and Security Forces (ANDSF), who assumed nationwide responsibility for Afghanistan’s security following the conclusion of the previous NATO-led International Security Assistance Force (ISAF) mission.

The purpose of RSHQ is to help the Afghan security forces and institutions develop the capacity to protect its citizens in a sustainable manner and to manage/improve security enhancements within Kabul city. The purpose of the UNOPS/RSHQ engagement is to support NATO for both the ANA Trust Fund Office (NATFO) and Kabul Security Force (KSF) funding streams, which includes procurement of goods and services, contract management, maintenance of equipment, physical security enhancements, construction projects and construction work packages, as well as coordination and facilitation of RSHQ operations, programs and activities (non-kinetic only).

Functional Responsibilities

1. Purpose and Scope of Assignment

Under the guidance and direct supervision of the HR Officer, the HR Assistant provides support to HR services to the RSHQ Programme, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Assistant promotes a client-oriented and consistent with UNOPS HR rules and regulations.

The HR Assistant works in close collaboration with the Programme, Project and Support Services colleagues locally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery.

Summary of Key Functions:

• Implementation of HR strategies and procedures
• Implementation of HR services
• Knowledge building and sharing

Implementation of HR strategies and procedures

• Focus on achievement of full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.

Implementation of HR services

• Review of requests for recruitment of international and national consultants ensuring documentation is complete and in conformity with recruitment policies and procedures.
• Monitoring and tracking the status of requests, and initiating follow up actions to ensure submission is timely, accurate and contains complete documentation.
• Update and maintenance of information in recruitment systems to allow accurate statistical reporting as well as hard-copies in appropriate filing systems.
• Review of Terms of Reference or Job Descriptions, consulting with requesting colleagues regarding any discrepancies between its content and the recommended level of remuneration.
• Preparation of Offer of Appointment or Assignment and related documentation for the signature of designated official.
• Proactive customer service to clients alerting the supervisor of any problems or delays in the stages of the recruitment process.
• Briefing and guidance to RSHQ Programme personnel on the application and interpretation of recruitment policies and procedures.
• Respond to human resources queries from RSHQ Programme personnel and to requests for information on employment and recruitment status.
• Processing of permit applications (e.g. visas) with the United Nations and establishment of a tracking system.
• Extraction and input of data from various sources in the human resource database;
• Review of supporting documentation for processing various HR actions
• Verification of benefit and other human resource-related claims for accuracy and conformance with personnel rules and regulations;
• Assistance to supervisor(s) in monitoring the contractual status of all personnel on various appointments based in immediate location or within the office’s mandate; monitoring of within grade service increment schedules and timely preparation and issuance of contract renewals and personnel action forms;
• Checking and maintenance of attendance registers, leave reports, DSA forms and other forms and reports;
• Maintenance of personnel files for all personnel at location, ensuring all documentation is complete; maintenance and update of confidential personnel information and documents, ensuring relevant documents are kept in their respective files;
• Search, retrieval, compilation, assembly and archival of a variety of HR statistical data from computer files, records, reports or from other sources for external use;
• Collection and maintenance of information on commercial, private and inter agency training schedules and institutions (course schedules, curricula, and cost);
• Assistance in the preparation of administrative reports; drafting of routine correspondence; arrangement for briefings and debriefings
• UNOPS and UN-issued Human Resource and Personnel policy manuals, rules, regulations, guidelines, and circulars, updated and filed regularly;

Knowledge building and knowledge sharing

• Participation in the training for the RSHQ personnel on HR.
• Contributions to knowledge networks and communities of practice.
• Support the RSHQ Programme career development trainings and workshops

5. 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.

Education/Experience/Language requirements

Education

Completion of secondary school or equivalent

Experience

2 to 3 years of relevant HR experience is required

Experience in the usage of computers and office software packages like Microsoft or G-Suite is required

Experience in handling web-based management systems is desired

Language

Intermediate knowledge of English is required

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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.

Contract type, level and duration

Contract type: Local ICA

Contract level: LICA-4 Contract duration: Ongoing ICA - Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• 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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• 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.