Human Resources and Admin Assistant

UNOPS mission is to expand the capacity of the UN system and its partners to implement peace building, humanitarian and development operations that matter for people in need.
Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground. UNOPS employs around 3,500 personnel annually and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centers, UNOPS oversees activities in more than 80 countries. UNOPS is committed to achieving a truly diverse workforce. In an effort to promote organizational excellence, UNOPS seeks highly qualified individuals for the following position

Vacancy code VA/2012/B5106/352
Position title Human Resources and Admin Assistant
Department/office EMO, Jerusalem
Duty station Jerusalem, occupied Palestinian territory
Application period 24-Apr-2012 to 01-May-2012

Background Information - UNOPS

“UNOPS plays a critical role in providing management services for our life-saving, peacebuilding, humanitarian and development operations. I have seen many examples of how these activities help suffering people in troubled parts of the world.”
-Ban Ki-moon, United Nations Secretary-General

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need.

Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

UNOPS employs around 3,500 personnel annually and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.
Background Info - BU Jerusalem

Jerusalem

The UNOPS Jerusalem office opened in 2006 and now has sub-offices in East Jerusalem, Ramallah and Jericho. The portfolio includes infrastructure, procurement, human resources, capacity building, access coordination and security projects for partners and beneficiaries throughout the occupied Palestinian territory.
Background Information - Job-specific

The HR and Admin Assistant reports directly to the HR and Admin Specialist. The HR and Admin Assistant provides support to the HR services and office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The HR and Admin Assistant promotes a client, quality and results-oriented approach.
The HR and Admin Assistant works in close collaboration with the operations, programme and projects staff in the project centre, as well as UNDP/PAPP to exchange information and ensure consistent service delivery.
Functional Responsibilities

Compliance to regulatory concerns:

    Ensure full compliance of records and documentation to meet UN rules and regulations, requirements, UNOPS policies, procedures and internal strategies.

Recruitment and Staffing:
-Assist the supervisor in the development and implementation of a human resources management system in relation to planning, administering and monitoring of all matters related to human resources management concerning national and international personnel and other personnel;
-Assist in undertaking recruitment processes for local and international personnel;
-Review of incoming requests and all relevant documentation relating to recruitment, contract extensions, and separation of staff, consultants, or contractors, initiating required personnel actions in respect thereof;
-Review of Requests for Personnel Action (RPA) forms to ensure correct budget allocation, and for separating staff, verification that no financial obligations are outstanding.

 
Personnel induction, development, and training:

-Conduct induction of personnel, in accordance to UNOPS-JMPC rules, through the  check in/out processes;
-Assist in organization of trainings for the operations/ projects staff on HR issues and other related topics for personal development.

 
Provide support with respect to protocol issues and requests:
-Provides support to UNOPS personnel, by acting as the focal point with UNDP/PAPP, in ensuring national administrative requirements (visas, travel documents, work permits, identification cards, etc.) are monitored and kept up-to-date;
-Accurate and timely information on the status of processes and pending issues to the concerned individuals/unit.

 
Entitlements and benefits administration:

-Monitoring and tracking of transactions to ensure timely, consistent and equitable provision of services with a client focused approach;
-Maintenance of hard copy and electronic files of personnel records, reference materials and confidential records as required;
-Monitor staff leave balances for all types of contracts and Rest and Recuperation (R&R) entitlements for international staff members;
-Maintain requisitions, updated vendor information and purchase orders in the ATLAS system to facilitate the payment of project staff and contractors;
-Process monthly Certification of Payments (CoPs) and attendance record cards for local and international contractors, process and administer the monthly fees for personnel in close collaboration with the Finance Department and personnel managers;
-Manage the HR database in GLOCON and other corporate systems; ensuring the database of National and International Consultants have complete and accurate information;
-When needed, prepare contracts and recurring POs in Atlas. Timely follow up with Finance staff on Global Payroll issues;
-Process and administer non-payroll entitlements of personnel including, but not limited to: travel, DSA, actual/lump sum travel costs, travel expense claims, etc, and provide advice thereto;
-Maintenance of a staff monitoring system to ensure timely retrieval of information as required.
-Preparation of travel authorization for operations personnel; 
-Respond to queries from personnel in the unit and elsewhere in the office and to requests for information;
-Ensure that disbursements of funds are undertaken according to financial rules and regulations.

 
Communications:

-Assist in assessing different phases of office management and share “lessons learnt” with the Project Teams/Staff and Management;
-Provide advice and guidance to supervisors and personnel on all HR related issues.
-Maintain close communication with other administrative and project staff to ensure constant exchange of best practices and standardization of approaches;
-Maintain and distribute updated forms and templates; provide training and support to staff on the procedures for completing forms accurately.

 
 All other duties as required.
Competencies

UNOPS Core Values/Competencies
 
-Integrity
-Professionalism
-Respect for diversity
-Creativity and innovation
-Commitment to continuous learning
-Planning and organizing
-Results orientation
-Communications skills
-Teamwork skills
-Client orientation
-Technological awareness
-Functional competencies

 
Knowledge Management and Learning
 
-Shares knowledge and experience
-Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
-Ability to perform a variety of standard tasks and duties related to Admin and HR, screening, collecting and preparation of documentation, data input, transactions tracking, filing, provision of information
-Ability to review data, identify and adjust discrepancies
-Ability to produce accurate and well documented records conforming to the required standards
-Ability to handle a large volume of work possibly under time constraints
-Strong IT skills

Leadership and Self-Management
 

-Ability to adhere to work assignments and meet designated deadlines.
-Focuses on result for the client and responds positively to feedback
-Consistently approaches work with energy and a positive, constructive attitude
-Remains calm, in control and good humored even under pressure
-Demonstrates openness to change and ability to manage complexities

Education/Experience/Language requirements

Education
 
-Bacherlors Degree in Business Administration, Economics, Accounting, Commerce, International Management or other relevant discipline.

 
Work Experience
 
-At least 3 years of progressive experience in general administration and/or supporting a human resource management area.
-Experience working with UN/NGO’s and/or post-conflict environments is desirable.
-Experience in supporting projects and team management.
-Minimum 2 years of experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and experience in handling of web-based management systems.

Languages
 
-Fluency in English is essential. working knowledge of Arabic or Hebrew, is helpful

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (L-ICA)
Contract level: L-ICA level 3
Contract duration: through 31 December 2012

For more details about the ICA contractual modality, please follow this link:
http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/In dividual-Contractor-Agreements-ICAs.aspx

Additional Considerations
-Please note that the closing date is midnight Copenhagen time (CET)
-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 reserves the right to appoint a candidate at a level below the advertised level of the post
-The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.