HR Associate

Contract

This is a LICA-6 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 6 years of experience, depending on education. More about LICA-6 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 - BSSC

The UNOPS Bangkok Shared Service Centre (BSSC) is a Shared Services Centre (SSC) unit established for the purpose of providing internal, global, cost-effective transactional services which enhance the operational capacity of UNOPS and standardize systems and procedures. The BSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration and payroll.

For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS' operations and the greater UN system.

Background Information - Job-specific

Under the direct supervision of the Personnel Administration HR Specialist, the HR Associate is responsible for effectively administering and implementing HR recruitment support services across the organization. The HR Associate – Recruitment 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. The HR Associate – Recruitment provides recruitment support to field offices, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Associate – Recruitment promotes a client-oriented approach, consistent with the governing rules and regulations for HR management and selections in UNOPS. The HR Associate – Recruitment 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.

Functional Responsibilities

Summary of Key Functions: 1. Support to Recruitments and Talent acquisition 2. Recruitment Guidance Services 3. Knowledge Building and Knowledge Sharing

1. Support to Recruitments and Talent Acquisition - Coordinates recruitment and selection processes from beginning to end, e.g.

• create vacancy announcements in UNOPS’ online recruitment system
• coordinate the scheduling of interviews and written tests, as appropriate, on behalf of the hiring office
• conduct reference checks
• initiate fee-setting exercises
• take minutes during interviews and finalize the overall selection minutes with active input from panel members (English-language panels)
• create ICA awards in the UNOPS ERP system, uploading all supporting documentation to the document manager

• prepare offers to candidates and answer their questions

  • Serve as the HR Representative on interview panels.
  • Review supporting documentation to ensure completeness of hire packages and prepare submissions for review by the appropriate panel, e.g. ASB, ASP, LCPC, HQCPC.
  • Ensure best practices are used for effective and efficient talent acquisition in line with UNOPS policy.
  • Guide clients through recruitment and selection processes.
  • Inform and advise UNOPS personnel, consultants, partners and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
  • Liaise with UNOPS’ HR related groups such as SSC on personnel administration matters and submit transactional HR service data (normally within the ERP system).
  • Answer questions and follow-up with personnel and management to ensure completion of recruitment and onboarding processes in electronic information systems.
  • Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.

  • Set up and maintain reference files/records.

  • Monitor status of HR actions to facilitate timely action by supervisor and line management, including on transactions initiated, expiring appointments/contracts, and pending separation actions.

  • Support efficient planning and management, including liaising with internal clients/hiring managers to anticipate their recruitment needs, developing recruitment plans, setting-up and maintaining dashboards to monitor the status of recruitments and recruitment KPIs.

2. Recruitment Guidance Services

• Provide guidance on HR related systems and processes including but not limited to Recruitment, Contracts, Position Management, Benefits and Entitlements consistent with UNOPS rules and procedures.
• Research of precedents and analysis of merits of specific requests (for example waivers of recruitment policies); presentation of recommendations, taking into account institutionalized exceptions, and submission of recommendations for the approval of departure from established policies, procedures and guidelines
• Provide advice and guidance to personnel on administrative procedures, processes and practices related to recruitments and the technical administration of personnel in the ERP.
• Act as liaison between unit and internal and external clients and focuses on a positive client experience and a business partnering approach
• Advise hiring managers and guide personnel on UNOPS recruitment policies and processes and best practices.
• Support the implementation of institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.

3. Knowledge Building and Knowledge Sharing

• Contribute to HR policy development and corporate HR initiatives by assisting to collect data on trends, risks and opportunities and sharing local HR best practices vis-a-vis recruitments.
• Assist with projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy.
• Organize, facilitate and/or deliver training and learning initiatives for personnel on recruitment-related topics including to less experienced/new personnel in the team
• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
• Undertake research on a range of HR related issues and contribute data as well as draft notes/reports.
• Support the communication on HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.
• Contributes to knowledge management projects
• Support process efficiency initiatives;
• Provide input to the development and maintenance of corporate systems and tools.

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

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 six years of relevant experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services. - 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 essential. - 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 Bangkok timezone (GMT+7) is expected.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement Contract level: LICA-6 Contract duration: 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.