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Senior Administration and Human Resources Officer

Nairobi

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Nairobi
  • Grade: Mid level - P-3, International Professional - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Human Resources
    • Administration
  • Closing Date: Closed

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. The Head of Cluster is responsible to administer, provide support and 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. It is headed by the Head of Cluster who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Background Information - Job-specific

The United Nations Mine Action Service (UNMAS) is a component of the United Nations Assistance Mission in Somalia (UNSOM) and works in close coordination with the Rule of Law and Security Institutions Group (ROLSIG) within UNSOM.  The UNMAS programme is engaged in working with the Somali Explosive Management Authority (SEMA) in clearance of mines and delivery of Mine Risk Education while strengthening capacity within the Ministry of Internal Security; Explosive Ordnance Disposal (EOD) capability development and mentoring in the Somali Police Force (SPF), Weapons and Ammunition Management (WAM) through the Office of the National Security Advisor (ONSA) and Federal Government of Somalia (FGS) with the Somali National Army (SNA), the National Intelligence Security Agency (NISA), the Somalia Police Force (SPF), and the Custodial Corps.   UNMAS also works with the African Union Mission in Somalia (AMISOM) operations under UNSOS.  

UNMAS programme is delivered using a UN Office for Project Services (UNOPS) platform. Therefore, UNMAS has a broad range of activities within the Somali security sector. UNMAS works within the framework of the UN dialogue of assistance to the Federal Government of Somalia.   

Functional Responsibilities

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!

Under the supervision of the Head of Support Services (HOSS), the Senior Administrative and Human Resources Officer's duties and responsibilities will be to:


Human Resources

  • Communicate and train staff on the Human Resources and Administrative Standard Operating Procedures (SOPs), Policies, Guidelines and Regulations to enhance knowledge within staff
  • Facilitate personnel contracts in compliance with UN rules and regulations to fully support the programme with all Human Resources and Administration related matters
  • Monitor and participate in the implementation of all HR activities within the programme in compliance with established UNOPS Organizational Directives (ODs), Administrative Instructions (AIs), practices and procedures
  • Manage and administer Individual Contractor Agreement (ICA) competitive recruitment and selection processes for the programme in a timely manner, including drafting and revising Terms of References (TORs), producing candidate screening, evaluation and assessment, conducting award procedures and submission of cases to approval committees
  • Recruit personnel, produce personnel contracts, develop and administer budget, salaries and allowances, procurement of services, administer leave, travel, benefits and entitlements, document reproduction and filing 
  • Ensure appropriate and correct use of various systems including the Global Personnel Recruitment System (GPRS), Global Contracting System (GLOCON), Global Leave System (GLS) and OneUnops 
  • Plan, organize, and provide capacity building for the local personnel in the Admin/HR team

Administration

  • Manage the transport section in coordination with the travel section
  • Ensure the management of timely administration of personnel files, payments and the Programme’s in-country and out-country travel arrangements, manage and support travel and visa arrangements for incoming personnel, training and official mission and conduct timely induction/orientation briefings
  • Manage and ensure timely administration of payments and related transactions of allowable expenditures (payroll, none-payroll-payments, travel advance, DSA and others
  • Ensure all records related to recruitment, contracts, payments, insurance details and other mandatory certificates are complete, accurate and up-to-date. Engage and liaise with mission support offices and coordination with various stakeholders to ensure UNMAS operations are integrated into the mission;
  • Monitor absences and attendance through GLS and ensure that all balances are accurate and guide programme personnel
  • Follow up with the performance appraisal and training and development programme of the staff members and manage the need for contract issuance / extensions / amendments 
  • Ensure Management and Administration of Committed to Good (CTG) staff contract in coordination with CTG country Director and staff to ensure effective support to staff
  • Manage non specific Administrative processes such as RACI Process, document control and audit focal point

Support to HOSS as Officer In Charge (OIC)

  • Support OIC responsibilities in absence of HOSS
  • Assist the HOSS in setting effective internal control measures in line with UNOPS rules and regulations for all Support related responsibilities
  • Assist the HOSS in Development of SOPs, Policies, Regulations and Guidelines to ensure compliance with UNOPS support functions and processes
  • Provide advice to the Head of Programme, Programme Manager and Head of Support Services on support related issues including HR and Administration related matters in line with established rules and regulations when acting as OIC




Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
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

** CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!
Education


  • An advanced University degree (Master’s Degree or equivalent) in Management, Business Administration, Public Administration, Human Resources Management, Social Science or related field with five years of experience; OR
  • A first level University degree (Bachelor’s Degree or equivalent) in Management, Business Administration, Public Administration, Human Resources Management, Social Science or related field with seven years of relevant experience is required.

Experience
  • Relevant experience is defined as experience in management or administration of human resources activities, processes, and services.
  • Experience in a conflict/post-conflict environment is desired.

Language

  • Fluency in English (read, speak, write) is required



Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • 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 seeks to reasonably accommodate candidates with special needs, upon request
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request
  • For staff positions only, 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  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!

Contract type, level and duration


Contract type: FTA (Fixed-Term Appointment)
Contract level: P3
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance



For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx


Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


This vacancy is now closed.
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