Human Resources Senior Assistant (home-based 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 - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients. The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

Background Information - Job-specific

Under the direct supervision of the Human Resources Advisor and the overall direction of the Head of Support Services as well as the technical guidance of IPAS HR, the HR Senior Assistant is responsible for providing technical and administrative support to the timely processing, recording, completion, monitoring and maintaining of transactions and processes covering the array of Human Resources Management service lines in accordance with UNOPS’ HR rules, regulations and policies for optimal employee and talent management. They may serve as the first contact for internal and external clients in resolving questions on routine and standard processes and procedures and provide guidance and information related to HR initiatives and services to a wide range of UNOPS clients.

Functional Responsibilities

IMPORTANT NOTES - This is not a full-time position. Retainer contractors are used to carry out tasks on an intermittent basis and called upon to work when needed. There are no minimum hours or days guaranteed. - This position offers a lot of flexibility and is well-suited for students and freelancers. - Even though the job description below has range of tasks, the primary task will be to take interview minutes and synthesize those minutes into concise summaries.

Reporting to the Human Resources Advisor, the Human Resources Senior Assistant will carry out the following tasks:

1. Support to policy development and implementation - 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 - Assist with projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy

2. Talent Acquisition and Administration - Take minutes during interviews and synthesize notes into concise summaries - Support the completion of recruitment processes including offers and rejections, and updating recruitment on-line information systems in line with UNOPS policy - Undertake reference checking, elements of longlisting and organization of testing, interviews, fee calculation, and take minutes of general-service recruitments - Finalize selection and other process approvals - Maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines - Answer questions and follow-up with personnel and management to ensure completion of absences requests, performance management cycles and other HR 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 transactions initiated, expiring appointments/contracts and pending separation actions - Manage record maintenance, including personnel file systems as well as provision of related statistical summaries and tracking movements of UNOPS personnel within the relevant business unit(s)

3. Knowledge building and knowledge sharing - Provide support to the organization, facilitate and/or deliver training and learning initiatives for personnel on HR-related topics - Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and disseminating best practices in HR - 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. 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 - Advanced university degree (master or equivalent) - First-level university degree (undergraduate, bachelor or equivalent) with one year of relevant experience - Secondary school diploma (or high school equivalent) with five years of relevant experience

Experience - Relevant experience is defined as experience in general administrative operations (including reporting and minute taking)

Language - Fluency in English is required - Knowledge of French is desired - Knowledge of another official UN language is desired

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. Find more information on retainer contracts 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.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: ICS-5 Local ICA Support (LICA-5) 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