HR Senior Assistant (retainer)

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

Background information - IPMG

UNOPS strategic focus places increased emphasis on national capacity development and sustainable approaches to project management, procurement and infrastructure services. A key objective is to be recognized as an organization that delivers world-class infrastructure and project management, which is both economically and socially sustainable, even in the most challenging environments. To achieve this goal, UNOPS has established the Infrastructure and Project Management Group (IPMG).

Within UNOPS, it is IPMG’s objective to serve the organization’s personnel and partners by broadening their infrastructure and project management capabilities, while disseminating best practices in both of these areas. Through this work, the group helps facilitate the successful delivery of programs and projects around the world.

To achieve its objectives, IPMG has established three interrelated and interdependent technical streams, namely, Strategic Initiatives, Standards, and Engagement Assurance, that are supported by the Portfolio Support team. IPMG is managed overall by the Director of IPMG.

Background information - Portfolio Support

Portfolio Support (PS) is a business unit within IPMG which aims at (a) supporting aspects of the organisational readiness of UNOPS, and (b) managing IPMG and the Procurement Group (PG) operations.

Organizational Readiness

UNOPS Organizational readiness is focused primarily on its mandate in infrastructure, project management and procurement. It aims to cover the ad-hoc resource needs of the Regional Portfolios to implement the corporate strategy and address the needs of donors.

The PS team supports the UNOPS Regional Portfolios by supplementing their existing resources on demand. This support includes administering the Corporate retainer pool and developing/co-managing other agreements and partnerships.

Support to IPMGoperations

PS provides timely support to IPMG on operational aspects and takes a coordination function in the areas of human resources (HR), general administration, communication, finance and procurement by working in close relationship with other Headquarter (HQ) units, notably the Shared Services Center (SSC). PS also manages the Project of the Year Award (POTYA).

Background information - Job specific

Under the supervision of the Project Management Support Specialist and overall management of the Portfolio Support Manager, the HR - Senior Assistant (retainer) is responsible for providing an efficient and integrated support to the IPMG/PGfunction HR activities and deliver specific HR outputs or undertake specific tasks related to IPMG/PG HR activities, as logged in the IPMG/PG HR work plan. In the execution of his/her tasks, the successful incumbent must ensure full compliance with UNOPS rules, regulations, policies and procedures.

Maintaining the highest degree of personal and professional ethics, the Senior Assistant demonstrates a collaborative, client-focused, quality and results-oriented approach. The Senior Assistant is required to work in close collaboration with the Integrated Practice Advice and Support (IPAS) teams, an integrated support services and advisory function of UNOPS, for the provision of efficient support services to IPMG/PG.

This is a home-based retainer contract, that can also be performed from UNOPS Headquarters in Copenhagen, Denmark (at the incumbent’s discretion). The functions/responsibilities/key results of this job description are generic and may not always be applicable, nor be comprehensive, for all missions/assignments under this job title. The specific tasks and deliverables for each retainer assignment may vary and will be detailed in the terms of reference developed for each assignment by the requesting office/unit. Under this contract type, the assignments will vary in scope and duration - ranging from short term assignments of a few hours at a time to longer blocks of time (e.g. several weeks or months full time). Work may also vary with regards to the time zone / location. Whilst most assignments can be delivered working from home, some may require presence in Copenhagen and/or international travel on occasion. Whilst the successful incumbent can be based in different time-zones, s/he should be able and willing to ensure a degree of time overlap with the team based in our HQ in Copenhagen, Denmark.

This position is for 12 months renewal as many times as needed, based on performance, unit needs and budget availability. All retainer assignments will be handled via written task order. The retainer will determine the estimated time for each task or output and will bill UNOPS based on actuals. Deviations from estimated timeline shall be agreed with the assignment supervisor.

Functional Responsibilities

1. Support to policy implementation and people targets
2. Advisory Services
3. Talent Acquisition and Administration

4. Knowledge Building and Knowledge Sharing

   Support to policy implementation and people targets

- Contribute to achieving IPMG/PG targets and the strengthening of IPMG/PG HR activities by assisting to collect data on issues, trends, risks and opportunities at the IPMG/PG level. Assist with projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy.

Advisory Services - Advise IPMG/PG hiring managers and panel members on routine elements of UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans.

Talent Acquisition and Administration - Support recruitment processes, including a variety of administrative tasks, including but not limited to creating dedicated folders, review/copy-editing of TORs, plagiarism checks, pre-filling mandatory forms, etc. - Support IPMG/PG hiring managers by preliminary review of applications and checking of the applications against the TORs/VA requirements for the purpose of longlisting; highlights strongest profiles for the purpose of shortlisting. - Prepare an overview of candidates’ experience against the TOR requirements for the purpose of conducting a desk review. - Support the drafting and implementation of outreach plans using the UNOPS outreach toolbox and building on the IPMG/PG professional networks. Conduct targeted outreach as per the plans. - Undertake research on a range of HR matters and assist in the preparation of notes/reports/presentations for IPMG/PG. - Draft templates to support the efficient management of IPMG/PG HR activities; support the maintenance of the IPMG/PG RACI matrix (for HR related activities). - Support the development of internal Standard Operational Procedures (SOPs) and checklists relevant to IPMG/PG HR activities - Maintain monitoring systems, in particular the IPMG/PG HR work plan, advising the supervisor on the status of pending requests and approaching deadlines. - Support HR data analysis reports to support the achievement of the IPMG/PG people targets and the IPMG/PG HR strategy (for example, on gender parity or workforce diversity). - Support IPMG/PG personnel onboarding and offboarding. - Support the set up and maintenance of reference files/records.

Knowledge building and knowledge sharing - Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR-related topics. - Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources. - Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

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 required. First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable. - A first-level University degree or Master’s degree in a relevant discipline may substitute for some years of the required experience. - Knowledge of UN policies, procedures and practices highly desirable.

Experience - Minimum of five years of relevant experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services is required. - Some experience in UN system organizations is desirable, UNOPS experience is considered an asset. - Proficiency in computers and experience in handling of web-based management systems is required. Experience with Google suite is considered an asset. - Experience in use of HR information or recruitment systems, as well as Enterprise systems is desirable. Experience with oneUNOPS is considered an asset.

Language Requirement - Full knowledge of the working language is essential (English). - Knowledge of another official UNOPS language is an asset

Contract type, level and duration

Contract type: Local ICA (Retainer - more details on the modality below) Contract level: ICS5 Contract duration: This position is for 12 months renewal as many times as needed, based on performance, unit needs and budget availability.

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

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• 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.