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HR Senior Assistant

Remote | Home Based - May require travel

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Remote | Home Based - May require travel
  • Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
  • Occupational Groups:
    • Human Resources
    • Administrative support
  • Closing Date: Closed

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organisations.  With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Austria Multi-Country Office (AUMCO)
The Austria Multi-Country Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on:
  • Infrastructure
  • Procurement 
  • Project Management (full service, back on track)
  • HR and Transactional Services
  • Grants Management 
  • Technical and Advisory Services
  • Project Information

Functional Responsibilities

Under the direct supervision of the HR Specialist 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.  S/he may serve as the first contact for internal and external clients in resolving questions on routine and standard processes and procedures and provision of guidance and information related to HR initiatives and services to a wide range of UNOPS clients.
  1. Support to policy development and implementation 
  2. Advisory Services
  3. Talent Acquisition and Administration
  4. Team Management
  5. Knowledge Building and Knowledge Sharing
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.  

Advisory Services
  • Provide advice and guidance to personnel on administrative procedures, processes and practices for delivery of HR services.
  • Act as liaison between unit and internal and external clients and provides proactive customer service to expedite completion of projects, and provide information. 
  • As an interlocutor of HR, ensure that new hires' first impressions are positive and that they have all in-processing information completed.
  • Advise hiring management and guide personnel on routine elements of UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans.

Talent Acquisition and Administration
  • Support the completion of recruitment processes including offers and rejections, and updating recruitment on-line information system in line with UNOPS policy.  
  • Undertakes reference checking, elements of  longlisting, and organization of testing and interviews; fee calculation, minutes of general-service recruitments, 
  • Finalizes selection and other process approvals.
  • Inform and advise UNOPS personnel, consultants, partners and project personnel on routine aspects and elements of their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
  • Research precedents and present recommendations to supervisor, taking into account institutionalized exceptions. Undertake research on a range of HR related issues and assist in the preparation of notes/reports.
  • 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 cycle, and other HR processes etc. 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. 
  • Follow up or process payroll verification.
  • Monitor status of HR actions to facilitate timely action by supervisor and line management, including on 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. 

Knowledge building and knowledge sharing
  • Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR-related topics.
  • Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.



Education/Experience/Language requirements

Education:
  • Completion of Secondary education is required. First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable. 
  • Knowledge of  UN policies, procedures and practices highly desirable
Experience:
  • Minimum of five years of relevant experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services.
  • Some experience in UN system organizations is desirable
  • Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
  • Experience in use of HR information systems, Enterprise systems including OneUNOPS is desirable.
Language Requirements:
  • Full knowledge of the working language in English is essential 
  • Knowledge of another official UNOPS language is an asset.

Contract type, level and duration

Contract type: ICA - retainer Contract level: L-ICA-5
Contract duration: Up to 150 days within 1 year, with possibility of extension subject to availability of funds and satisfactory performance.

The individual contractor agreement on retainer basis specifies a “unit price” per day worked. Please note that the retainer contract will not provide for a minimum of working days, and payment will be made only after completion of work. 

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 

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. 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.

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.
  • UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
  • 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
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
  • All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

This vacancy is now closed.
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