HR Senior Assistant

1. HR Process and Compliance

2. Recruitment and Contract Management: 

3. Payroll and Entitlements administration

4. Records Management and Filing:

5. Knowledge Building and Knowledge Sharing

HR Process and Compliance for Partner Personnel

• Ensure full compliance of HR processes and records with UNOPS rules and regulations, Organizational Directives (ODs), and other internal procedures and guidelines.

• Ensures Implement HR strategies and procedures for partner-managed personnel (PMP) for contract management, benefits administration, and travel-related matters.

• Provide advice and guidance to partner 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. 

Recruitment and Contract Management

• Review incoming requests and documents related to recruitment, contract extensions/shortenings, transfers, and separation of ICAs and consultants.

• Ensure documentation is complete and in conformity with HR policies and procedures.

• Facilitate all recruitment-related documentation for proper contract management, including mandatory certificates and other documents in compliance with the organizational policies and audit requirements.

• Prepare and submit requests for awards and note to file extensions as part of the contract administration process.

• Issue contracts and/or amendments as applicable.

• Prepare award submissions to relevant review and approving authorities as per the delegation of authorities.

• Register details in the One UNOPS-ERP System (OU) and in the Staffing Table.

• Advise hiring management and guide personnel on routine elements of UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans

Payroll and Entitlements administration

•  Assist in compiling data for reports related to, staffing tables, , payroll reports, salary reviews and others, as required

• Process monthly payroll through the online Pay System and manually process related entitlements or other entitlements defined by the partner.

• Processing of partner personnel travel claims, overtime as per the agreed turnaround time with the client.

• Perform accurate calculations and verification of necessary documents for claims (travel & over time) processing within two days of TAT after receipt from the region.

•  Maintain accurate record of all received claims as per prescribed format and financial requirement.

• Facilitate and monitor insurance claims for reimbursements

Records Management and Filing:

• Register details as appropriate in the One UNOPS-ERP System (OU) and in the Staffing Table

• Assist in compiling data for reports related to, staffing tables, , payroll reports, salary reviews and others, as required

• Manage record maintenance; including personnel file systems as well as provision of related statistical summaries as per the client needs

• Maintain a properly working archive system.

Knowledge Building and Knowledge Sharing

• Assist in knowledge-sharing with partner personnel, including timely dissemination of HR-related communications received from partner, instructions, SOPs etc.

• Participate in the orientation sessions planned for Partner focal points

• Participate in the HR Communities of Practice and share best practices followed by different counterparts in UNOPS in implementing the HR services

Monitoring and Progress Controls:

• Record and update functions and activities in applicable tracking sheets for recruitment, staffing tables and others.

• Ensure compliance with applicable UNOPS rules and regulations applicable to the partner personnel

• Ensure that documents and supporting files are accurate, complete, and properly filed for audit purposes.

• Timely completion of end-to-end recruitment activities, travel claim reimbursement  limiting procedural turnaround times as per established benchmarks.

4. Impact of Results

The effective and successful achievement of results by the HR Senior Assistant directly impacts on the compliant execution of HR processes in the respective unit and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.

a. Education   

• Completion of Secondary education is required.

• First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable but not required, and may compensate for some of the required years of experience. 

• Knowledge of  UN policies, procedures and practices highly desirable

b. Work Experience 

• With a high school diploma, a minimum of five years of relevant experience in an international and/or national organization in providing administrative or Human resources support, recruitment, and/or HR-generalist services are required.

• Some experience in UN system organizations is desirable

• Proficiency in computers and google suit application and experience in handling web-based management systems is required.

• Experience in the use of HR information systems, Enterprise systems  is desirable.

 c. Language Skills

• Fluency in written and oral English is required. 

• Knowledge of another official UNOPS language is an asset.