UNV Human Resources Officer

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

UN Volunteers, through agreement with the UN Department of Peacekeeping Operations (DPO), deploys UN Volunteers to support UN peace operations. Within this framework, UNV is currently supporting MINUSCA. This assignment is specific to MINUSCA, where UNV provides the service of over 250 UN Volunteers to support implementation of the mission’s mandate. The UNV Human Resources Officer is part of the UNV Office team in MINUSCA, which oversees the administrative, contractual and financial management of the UN Volunteers who are assigned to MINUSCA.

As a member of the UNV Office team, amongst the expected results of the assignment are that UNV Office clients (volunteers and their host sections) are treated in a friendly, responsive, prompt and efficient manner, and high-quality, friendly, collegial support is provided to the team and to its beneficiaries in the performance of its functions, including:

• Provision of effective and efficient support to the UNV Office and all UN Volunteers on assignment in MINUSCA; • UNV authorized posts and contracts are efficiently managed; • Payroll and non-payroll entitlements are efficiently administered for volunteers in accordance with UNV and MINUSCA rules and policies; • Relationships with UN Volunteers and their host Sections are well-managed; • UNV entitlements, both financial and non-financial, are well managed.

This assignment is a support role to MINUSCA and does not entail humanitarian work involving direct outreach to or interaction with local beneficiaries and host communities.

Under the direct supervision of the UNV Programme Manager, the UNV Human Resources Officer’s tasks revolve around the following 4 main areas of work: (1) contract and performance management; (2) payroll and finance support; (3) support and back-up functions; (4) function as UNV Officer-in-Charge. Specifically, the Human Resources Officer will:

(1) Contract and performance management:

• In conjunction with other UNV Support Officers in the team, administer UN Volunteers serving in MINUSCA in accordance with the UNV Conditions of Service; • Coordinate issuing of initial contracts and annual and ad hoc contract extension processes, including issuance/extensions MINUSCA badges and UNV ID cards, as well as processing of performance appraisal reports; • Assist in post and budget management; ensure optimal use of UNV resources at all times, without exceeding them.

(2) Payroll and finance support:

a) Ensure consistent follow-up of all monthly payroll-related payments, as follows:

• Support and provide inputs into the monthly UNV/UNDP payroll process, working closely with colleagues at UNDP Bangui, UNV-ROWCA Dakar, UNV HQ Bonn, GSSU Kuala Lumpur; • Raise vouchers in UNDP ATLAS for UN Volunteer payments; • Consistently inform UN Volunteers of (non-)processed payments; • Payments include: o Volunteer Living Allowance (VLA) and Well-Being Differential (WBD); o Arrival entitlements; o Assignment travel, home visit and repatriation travel; o Redeployments within Mission area; o Learning allowances and accommodation supplements; o Final payments, including resettlement allowances, travel allowance, pending VLA / DSA payments, monetisation of annual leave; o Monthly deductions for telephone bills, UN/WFP/UNHAS flights, mission-provided accommodation in the sectors.

b) Assist in reception, treatment and information of all non-payroll payments, including:

• R&R lumpsum payments (creation of Travel Requests and Expense Reports); • DSA payments during check-in et check-out; • Follow-up on recording and updating of banking details in Umoja; • Covid-19-related reimbursements (accommodation during mandatory quarantine, COVID-19 testing); • Work closely with colleagues in the Regional Service Center Entebbe (RSCE) to facilitate processing of UNV non-payroll entitlements.

c) For finance actions that do not fall within the mandate of the UNV Office, follow up with the relevant units, including:

• Residential security reimbursements (with Security Section); • DSA payments for official missions (with host Sections and Finance Section); • Request for Index / BP Numbers (with Check-in/Check-Out Unit); • Updating of banking details and payment distributions, and follow-up on payments (with Cashier Office).

d) In the treatment of all payments:

• Ensure that all rules and procedures are strictly observed; check the completeness of the files and supporting documents; do research if necessary; • Be responsive and proactive, and ensure excellent customer orientation; receive visitors, process telephone inquiries, provide information by email; • Dialogue with volunteers as needed, and liaise with other units of MINUSCA, UNV/UNDP and RSCE; • Enter data into Umoja, Atlas and other software accurately and efficiently; • Ensure that the confidentiality of personal and banking data is respected; • Have excellent knowledge of international financial management procedures in force (R&R, official missions, training, etc.), and follow training as needed; • Preparation and follow-up of meetings related to finance (gather items on meeting agenda, keep a follow-up table of payments in progress, draft minutes, etc.).

(3) Support and back-up functions:

a) Leave management, selection and recruitment and other human resources support:

• Cover for other colleagues in UNV Office in case of absences, including in area of leave management, selection and recruitment, check-ins and check-outs, amongst others; • Supervise national UNV leave monitoring officer; • Advise UN Volunteers on all administrative matters and seek efficient and creative solutions to resolve administrative issues.

b) Administrative support:

• In conjunction with other team colleagues, provide support for the maintenance/update of the UNV database for appropriate control of personnel, finance and budget records; • Work with required computerized management platforms in MINUSCA, including UMOJA, FSS and SharePoint, to support administration of UN Volunteers; • Assist in managing UNV Office administrative issues; • Draft, correct and translate from French to English and vice versa of documents and official correspondence such as letters, faxes and inter-office-memorandums; • Assist in managing the physical and electronic filing of files; • Assist in providing all the statistics necessary for the drafting of the periodic reports of the UNV Office; • Support medical evacuations, administrative matters related to volunteer deaths, etc.

c) Welfare and well-being, learning, capacity development, security, communications, community outreach:

• Provide general support and counsel to UN Volunteers serving in MINUSCA; • Provide support to UNV Programme Manager in the management and coordination of all UN Volunteers based in the mission, including conflict resolution related to personal and work-related problems of volunteers; • Plan and participate in regular monitoring missions to UN Volunteer duty stations in MINUSCA; • Support capacity development plans and activities related to UN volunteers and UNV Office personnel; • Track, monitor and advise on security incidents, risks, threats, etc. affecting UN volunteers in MINUSCA; • Assist in mentoring/coaching and motivating UN Volunteers. • Contribute to activities associated with promotion of volunteerism, including establishing opportunities for community outreach, production of written publications, and International Volunteer Day activities.

(4) Function as UNV officer-in-Charge:

• Represent UNV Programme as OIC in the absence of the UNV Programme Manager; • Undertake any other relevant tasks as assigned by the UNV programme Manager.

• Professionalism and Integrity: expertise in human resources and finance management; conscientious in meeting commitments and deadlines; willingness to accept wide responsibilities and ability to work independently, while exercising discretion and impartiality; ability to manage information objectively, accurately and confidentially; • Client orientation: establish and maintain productive partnerships with clients; keep clients informed of progress or setbacks; consistently respond to every incoming email, phone call, other communication; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment; • Planning and organizing: effective organizational skills to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Teamwork and respect for diversity: ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural environment with sensitivity and respect for diversity and gender; • Communication: proven interpersonal skills; good spoken and written communication skills; ability to conduct presentations and to communicate and empathize with volunteers, staff (including national staff), uniformed personnel, counterparts and local interlocutors coming from very diverse backgrounds; • Flexibility and willingness to operate independently in austere and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; • Genuine commitment towards principles of voluntary engagement, which includes solidarity, compassion, reciprocity; and commitment towards the UN core values.

The incumbent must be a dynamic, well-motivated and multi-functional person who supports MINUSCA with professionalism, integrity, dedication, client orientation and demonstrates the values of the UN in his/her daily activities.

The following qualifications are required:

• Demonstrated ability to carry out a large volume of procedural duties accurately, and often under pressure and to respect confidential information. • Demonstrated ability to utilize computerized platforms to monitor, track, and analyze large data sets such as those associated with UN volunteer records in MINUSCA; • Knowledge of the UN/UNV rules and regulations, and working experience in a United Nations field mission or other similar operational environment is an advantage; • Excellent organizational and communications skills are required, as is great attention to detail; • Either excellent written and spoken English language skills, with working knowledge of French, or vice versa, is required; in case one of the two languages is absent, the incumbent must commit to invest time and effort to get up to working knowledge level in this language as soon as possible upon starting duties, by making use of the language learning resources made available free of charge by MINUSCA and UNV; • Advanced proficiency in MS Office applications (Excel, Word, Outlook, SharePoint, etc.) and other IT applications and office technology equipment; high proficiency in excel/spreadsheets/database applications as well as Umoja are a significant advantage; • Valid driver’s license and proven ability to drive manual gear 4x4 vehicles; • Affinity with or interest in volunteerism as a mechanism for durable peace and development; • Sound security awareness.

Assignment is renewable on an annual basis (1 July - 30 June) up to a maximum of 4 years. Contract renewals are granted based on Mission mandate, availability of budget, operational necessity and satisfactory performance.

Duty station can change in the course of an assignment based on operational necessity; UN Volunteers may be required to work anywhere in the area of operations of the host organization, including in remote locations.

The Central African Republic is a non-family duty station with a difficult security and working environment. Security instructions from the UN Department of Safety and Security (UNDSS) need to be strictly complied with in all duty stations. The country security level is 4, restricting movement to official travel only. Currently a curfew applies from 10 pm to 5 am.

The country is landlocked, with very limited travel possibilities, and surrounded by countries with volatile and security problems (Cameroon, Chad, DRC, Sudan, South Sudan). There is an unstable socio-political situation and social unrest and grievance, in particular in the capital city Bangui, with frequent civil servant strikes causing interruption of health, education and civil service, due to years of unpaid salaries. Power cuts are a norm, causing insecurity in the city. The population in Bangui, including the expatriates, is concerned about increasing crime as a direct result of the March 2013 coup by the SELEKA, a coalition of rebel groups, and events in December 2013 that carried the country into chaos. The country is entirely dependent on the Cameroon seaport, situated 1500 km away, causing regular shortage of basic domestic goods.

This situation puts tremendous stress on personnel. There are very limited medical infrastructures and services do not function properly. Living conditions are difficult due to the high cost of living and the scarcity of basic products and food. Supermarkets having a variety of food and consumer goods are available, but are costly. Fresh vegetables and fruits are available in the market.

There is no MINUSCA guesthouse in Bangui. Private accommodation possibilities are limited and getting a house that is compliant with UN security measures can take several weeks. UN personnel in Bangui live on the local economy by renting apartments and houses. In comparison to a few years ago, more accommodation is available now, but at high cost. Sharing accommodation is recommended. Currently all serving UN Volunteers have access to decent accommodation ensuring minimum standards of comfort. The average monthly cost for accommodation varies from around 1000 USD for a small apartment with basic furniture, but no power generator and interrupted running water supply, to 2,000+ USD with all commodities.

A UN dispensary provides basic medical care for UN personnel and a UN hospital has been operational since August 2014. A Level II Hospital run by a military medical team exists as well.

Only four airlines officially recognized by the UN System serve the country: Air France (twice a week), Royal Air Maroc (twice a week), Kenya Airways (three flights per week) and Asky (three flights per week). Flights are sometimes subject to cancellation when security situation volatility increases.

A Rest & Recuperation (R&R) scheme has been re-established since August 2013 and maintained for all CAR duty stations at a 6-week frequency.

The Central African Republic is a unique country and MINUSCA is a unique operation. It provides for an interesting and enriching environment, but also requires a mature level of cultural and security awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable. Therefore, flexibility and the ability and willingness to live and work in harsh and potentially hazardous conditions, involving physical hardship and little comfort, are essential.