Human Resources and Admin Specialist

الوصف الوظيفي

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

acancy code VA/2013/B5106/1925
Position title Human Resources and Admin Specialist
Level ICS-9
Department/office AEMO, Jerusalem
Duty station Jerusalem, with regular travel to Ramallah and other areas of West Bank, Palestine (State of)
Contract type Local ICA Specialist
Contract level LICA Specialist-6
Duration One year

Application period 25-Feb-2013 to 05-Mar-2013

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 more than 6000 personnel 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 Information - 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

Under the guidance and direct supervision of Programme Support Unit (PSU) Manager, the Human Resources and Admin Specialist supervises the HR and Admin Unit, is responsible for effective delivery of Human Resources and Administrative services to all personnel and internal/external clients. He/she interprets and implements the Human Resources policies, rules and regulations and provides solutions to a wide spectrum of complex issues related to Human Resources management. The Human Resources and Admin Specialist promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Functional Responsibilities

The HR and Admin Specialist reports to the PSU Manager and is responsible for the following:

Ensures implementation of HR strategies and policies focusing on achievement of the following results:
Full compliance of HR activities with UN rules and regulations, UNOPS policies, procedures and strategies; effective implementation of the internal control, proper design and functioning of the HR management system;
Continuous analysis of corporate HR strategy and policies, assessing the impact of changes and making recommendations on the implementation in the Project Center;
Advice to senior management on HR new practices and their implementation (succession planning, career development and transition),strategic recruitment, advice on contract modalities, learning plan and performance evaluation);
Office HR business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in HR management, control of the workflows in the HR Unit.
Development of procedures and practices that contribute to enhanced and improved HR management.

Ensures effective human resources management focusing on achievement of the following results:
Management of transparent and competitive recruitment and selection processes including updated job descriptions, proper job classification, vacancy announcement, screening of candidates, organization and chairing of interview panels, making recommendations on recruitment;
Development and maintenance of data base of job applications;
Advice to project managers on transparent and competitive process for project recruitment, adequate TOR describing terms of payment based on results, standard matrix of recruitment processes and request for contracts;
Continuous monitoring of the entire UNOPS project recruitment process;
Full compliance with the guidelines of the Appointment and Selection Panel;
Advice to the Project Center management in contracts guidelines pertaining to staffing compliance;
Monitoring and tracking of all transactions related to positions, recruitment, HR data, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through PeopleSoft or ERP systems;
Management of the personnel entitlements and position funding delegated to the HR Unit;
Close communication with Regional office and HQ´s focal points pertaining to the correct administration of staff members’ entitlements and benefits.

Ensures facilitation and promotion of knowledge building and knowledge sharing, focusing on achievement of the following results:
Organization of training for the operations/ projects personnel on HR-related topics;
Development of Project Center learning plan in line with office needs in order to ensure personnel are fully acquainted with UNOPS corporate regulations, rules and procedures, and the relevant tools and systems in place;
Survey and identification of new learning opportunities to enhance the continuous professionalization of Project Center personnel;
Design and implementation of training for operations/ programme personnel on HR issues;
Sound contributions to knowledge networks and communities of practice;
Synthesis of lessons learnt and best practices in administration.

Organizational planning:
Assist in development and costing of staffing tables for projects

Performance evaluation:
Advise supervisors on performance evaluation report and appraisal requirements and schedule.

Personnel induction:
Manage the induction processes and packages of new staff, in accordance to UNOPS-JMPC requirements and procedures;
Provide support to UNOPS personnel, to ensure national administrative requirements (visas, travel documents, work permits, identification cards, etc.) are monitored and kept up-to-date.

Personnel relations:
Maintain records of personnel infractions, and recommend disciplinary action, as required
Recommends employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale and motivation;
Participates in the investigation of personnel complaints or concerns;
Advises managers and supervisors about steps in the discipline system;
Counsels managers on employment issues;
Provide solutions and assistance for personnel official travel into and out of the duty station.

Communications:
Assist in assessing different phases of office management and share “lessons learnt” with the Project Teams/Staff and Management;
Provide substantial advice and guidance to supervisors and personnel on all HR related issues;
Maintain close communication with other administrative 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;
Manage distribution and train staff on use of comprehensive administrative policies pertaining to travel, import/export of personal effects, staff dependants, etc.

Entitlements and benefits administration:

Oversee maintenance of personnel files;
Ensure HR team monitors staff leaves balances and R&R entitlements of international staff members/ICA holders and local contractors;
Ensure HR team processes monthly attendance sheets for local and international contractors, processes and administers the monthly salaries for personnel in close collaboration with the Finance Department and staff managers;
Oversee management of the HR database in GLOCON and other corporate systems; ensuring the database of National and International Consultants have complete and current information;
Oversee preparation of contracts and recurring POs in Atlas. Timely follow up with Finance staff on Global Payroll issues;
Oversee processing and administration of all non-payroll entitlements of personnel including, but not limited to: expense claims, DSA, actual/lump sum travel costs, etc, and provide advice thereto;
Ensure that disbursements of funds are undertaken according to financial rules and regulations.

Welfare
Promote welfare/social committee activities;
Refer personnel to the Staff Counselor, as required;
Engage UN Staff Counselor in office-wide wellness programs.

All other duties as required.
Competencies:

Hands-on performer—willing and capable of building a successful team
Personal interest, commitment, efficiency, flexibility and willingness to work in a highly motivated team of professionals.
Diligence, attention to critical detail, keen sense of work priorities and resourcefulness in obtaining and researching important information.
Keen sense of ethics and integrity in dealing with fellow UN fellow staff and donors exercising diplomacy, tact and politeness.
Good knowledge of administrative principles and their application
Judgment and Decision Making
High proficiency with computers in particular MS Word, MS Excel, MS Outlook, and the Internet
High organizational skills
Able to work efficiently with minimal direction.
A strong work ethic, prepared to work additional hours to ensure timely delivery.
Ability to adapt to difficult working environment, under pressure and with limited timeframes.
Professionalism - Strong theoretical background and substantive experience in all phases of human resource management operations and in contracting for a diverse range of personnel; good working knowledge of contract law and expertise in handling complex contract issues and in the context of UN policies and standards; sound judgment in applying technical expertise to resolve a range of issues/problems; ability to provide technical guidance to new/junior staff.
Planning and Organizing - Ability to plan work assignments, juggle competing demands and work under pressure of frequent and tight deadlines, and with minimal direction/supervision.
Communications - Excellent communication (spoken and written) skills, with the capability of articulating the project’s strategic goals into sound operating human resource plans and processes, and the charisma necessary to effectively focus and motivate employees.
Technology Awareness - High proficiency with computers in particular MS Word, MS Excel, MS Outlook, and the Internet. Proficient knowledge and command of PeopleSoft/ATLAS highly desirable. Advance knowledge of working with internet based applications and languages.
Teamwork - Experience supporting teams in a complex multi-national, multi-cultural environment is required.

Managerial Competencies:
Demonstrated ability to manage the production and management of all HR documentation to a professional and accurate standard.
Demonstrated ability to mentor junior staff in the area of human resources

Education/Experience/Language requirements

a-Education

MA Degree in Business Administration, Economics, Accounting, Commerce, International Management or other relevant discipline.
A first level university degree with 2 additional years of relevant experience may be accepted in lieu of the advance university degree.
Prince 2 Certification is preferred.

b-Work Experience
At least 5 years of experience in a human resource management and/or administration area, at the national level, in providing HR advisory services and /or managing responsibilities in a multicultural setting;
At least two years of extensive experience in contract administration and recruitment and staffing.
Experience working with UN/NGO’s and/or post-conflict environments is highly desirable.
Experience in supporting projects and team management.
Experience in project and team management and skills development is highly desirable.

c-Languages

Fluency in English and Arabic is essential. Working knowledge of Hebrew, is helpful

Contract type, level and duration

Contract type: Individual Contractor Agreement - ICA
Contract level: Local ICA Specialist - level 6
Contract duration: One year, with possibility of extension.

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.

For staff positions UNOPS reserves the right to appoint a candidate at a lower level than 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.