HR Senior Assistant

Contract

This is a LICA-5 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 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Job-specific

People and Culture Group

The People and Culture Group (PCG) drives the right culture and working environment in UNOPS by enabling UNOPS to deliver on its strategic intention through:

• embedding of UN core values and standards;
• developing fit-for-purpose People & Culture standards, policies, systems and platforms; and,
• creating an optimal working environment in which personnel are able to flourish and perform at the highest level to achieve UNOPS’ mission.

The Role

The Appointment and Selection Board (ASB) and Appointment and Selection Panel (ASP) are the Central Review Body (CRB) set up by the Executive Director to ensure that staff selection processes at UNOPS are compliant, efficient and transparent. The ASB performs this critical function by reviewing relevant recruitment cases for adherence to UN rules and regulations, and making recommendations accordingly.

The HR Senior Assistant (ASB) reports into the HR Specialist and provides secretariat support to the ASB/ASP to ensure the overall planning, coordination and facilitation of the ASB’s work. Key tasks performed by the HR Senior Assistant (ASB), as assigned by the HR Specialist (ASB), include planning and organizing ASB meetings, reviewing and curating relevant documents, and ensuring that follow-up actions from ASB decisions are closed out in line with agreed timeframes.

Functional Responsibilities

Summary of functions:

1. Administration and coordination of board meetings
2. Coordination and communication of board recommendations and appointment decisions
3. Monitoring and Reporting
4. HR Administration

Administration and coordination of board meetings - Organize ASB meetings and coordinate members’ participation, ensuring active and well distributed participation among members. - Provide ASB meeting support, e.g. assisting the HR Specialist to develop the agenda, collate and circulate papers, prepare and circulate minutes, etc. - Assist the HR Specialist in design and delivery of training and other relevant activities which sustain members’ understanding of the role and function of the Board. - Circulate emerging information to Board members. - Coordinate Board members’ inputs on papers and seek inputs from other key internal stakeholders as may be required. - Assist the HR Specialist in curating and disseminating materials related to HR policy and procedural advice to ASB members during meetings. - Assist the HR Specialist in ensuring that all relevant information and documentation required for a swift and comprehensive review process by the ASB is collated, organized and distributed on time.

Coordination of board recommendations and appointment decisions - Drive implementation of Board recommendations. Ensure the recommendations are processed in a timely manner and coordinate with relevant appointment authorities, including senior management, to do so. - Coordinate and communicate the efficient management of recommendations and appointment decisions, working with relevant appointment authorities (e.g. Regional Directors, PCG Directors, Executive and Deputy Executive Directors) - Build and maintain Board records, e.g. minutes, recommendations, etc, through an effective and efficient document management system.

Monitoring and Reporting - Assist the HR Specialist in monitoring Board compliance with procedures, Service Level Agreements (SLAs) and Turnaround Times (TATs). - Assist the HR Specialist in monitoring implementation of staff recruitment policies and procedures. - Assist the HR Specialist in sourcing, analyzing, summarizing and reporting data to identify trends or patterns about the ASB’s work. - Prepare reports for knowledge management and continuous process improvement for the board and related process

Administrative support - Provide effective administration and support on HR projects and/or activities, as may be required in the team, using discretion and professionalism

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/Experience/Language requirements

Education - Completion of secondary education is mandatory. A Bachelor’s degree or equivalent in Human Resource Management, Public or Business Administration, and/ or other disciplines would be an asset and may compensate for some of the required years of experience (but is not mandatory).

Experience

• A minimum of five (5) years of progressively responsible experience in human resources management, administration, project support or related areas is required with completion of secondary education.
• Experience of working with recruitment support and / or HR processes is an advantage
• Demonstrable understanding and application of HR and recruitment processes within the UN system, international organizations or intergovernmental organization is desirable.
• Experience in data analysis is required.
• Experience in analyzing and optimizing processes is desirable.

Language Requirements - Fluent in spoken and written English. - Knowledge of another official UNOPS language is an asset.

Contract type, level and duration

Contract type: Local ICA Contract level: LICA5, ICS5 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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.