Human Resources Officer

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Peace and Security Centre

The UNOPS Peace and Security Centre (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 Centre 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 Centre Director who has the overall authority and accountability for the performance of the Peace and Security Centre on behalf of its clients.

Background Information - Mali Programme

The United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council Resolution 2100 and the mandate further developed under resolution 2164 and 2227. In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS to implement a mine action programme in Mali.

The UNMAS-UNOPS mine action programme is seeking to:

• · Reduce the explosive threat to AFISMA/MINUSMA and United Nations personnel;
• · Enhance national capacity to mitigate explosive threats;
• · Improve the protection of civilians.

Purpose and Scope of Assignment

Under the guidance and direct supervision of the Head of Support Services, the Human Resources Officer provides advice to the Programme senior management on the transparent implementation of Human Resources (HR) strategies and provides effective delivery of HR and administration services to the Programme. They lead and supervise the personnel of the HR and Administration Section. They interpret and implement the Human Resources policies, rules and regulations and provide solutions to a wide spectrum of complex issues related to Human Resources Management. The Human Resources Officer works in close collaboration with the other sections within the Programme ensuring successful performance in HR management and they promote a collaborative, client-focused, quality and results-oriented approach in the Unit.

Summary of Key Functions

1. Implementation of HR strategies and policies
2. Human resources management
3. Administration and travel management
4. Effective Management of HR and Administration Section
5. Facilitation of knowledge building and knowledge sharing

Detailed functions focusing on achievement of the following results:
1. Implementation of HR strategies and policies

• 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 their implementation in the Programme. Continuous research of the matters related to conditions of service, salaries, allowances and other HR policy matters and advising senior management and relevant personnel of changes.
• Provision of advice to the Programme senior management on HR-related matters in line with established rules and regulations.
• Development of procedures and practices that contribute to enhanced and improved HR management including; business processes mapping, review/establishment of internal Standard Operating Procedures (SOPs) in HR management, control of the workflows in the HR and Admin Unit.
• Identification of key areas of knowledge weakness with HR and Administration procedures and policies within Programme personnel and develop systems to improve knowledge of policies and procedures and adherence to these.

• Maintenance of Master HR Plan to enable proactive contract management and development of recruitment plan in close collaboration with the Project Managers and Heads of Departments.
• Management of transparent and competitive recruitment and selection processes including ensuring comprehensive and up to date Terms of Reference (TOR), proper job classification, posting of vacancy announcements, assisting hiring managers with screening of candidates, organization of written assessments and interview panels, completion and review of Recruitment Process Report of Desk Review Minutes, coordination of reference checks, advise on fee setting, coordination of Letters of Intent and review and issuing of contracts. For international recruitment work in close collaboration with UNOPS Peace and Security Cluster for the above recruitment activities.
• Reviews and coordinates incoming requests related to PSC Mali Programme’s recruitments, contract extensions, transfers, exchanges or loan, induction and separation of staff, consultants, or contractors, ensuring documentation is complete and in conformity with HR policies and procedures. 
• Establishing and managing of the LICA roster of CVs for PSC Mali Programme.
• Management of contracts to ensure timely extension, changes and terminations.
• Responsible for coordination of induction activities including pre arrival welcome and advice, coordination of arrival, coordination of induction including detailed HR and Administration briefings, follow up to ensure completion of Check In and follow up to ensure payments are being received.
• Responsible for coordination of separation of personnel including contract termination advice, travel back to place of recruitment, completion of Clearance Form and advice on Provident Fund or Pension.
• Management of payroll including verification of salary, danger pay and deductions.
• Management of Leave of Programme personnel through the Programme leave planner, review of Monthly Attendance Records and oneUNOPS Absence module and periodic auditing of leave.
• Management of Personnel Files to ensure all required personnel records, data and course/training certificates are accurately maintained and audited. Provide analysis of course completion and future requirements for senior management.
• Establishment and implementation of a system for monitoring and tracking requests and transactions to ensure timely, consistent and equitable provision of services with a client focus.
• Support to effective learning management and individual learning/training plans in collaboration with the Mali senior management.
• Ensure proper performance management processes by supporting supervisors and supervisees in best practice and implementation of development plans for relevant Programme personnel.  

3. Timely administration and travel management

• Ensures the timely administration of all domestic and international travel including; checking Travel Authorizations and Travel Expense Claims, travel registration, provision of international travel quotes, processing travel entitlements, assistance with Visa requirements, flight and accommodation bookings, and movement of personal freight. Register each activity on the Travel Tracking Tool and maintain all relevant files.
• Manage and support travel and visa arrangements for incoming personnel.
• Engages in negotiation with government or other institutions for facilitation of visa arrangement for in-coming and out-going personnel.
• Provision of Letter of Invitation or Letter of Appointment for incoming contractors or visitors.
• Manage and ensure timely administration of non-payroll payments and entitlements.
• Compile and submit Quarterly Travel Plans.
• Provision of reception service for the Programme.
• Management of Programme correspondence.

4. Effective Management of HR and Administration Section

• Manage the HR and Admin personnel; plan, organize and consistently provide on-the-job-training and general capacity building to the team to ensure  they have the required knowledge and skills to complete their jobs accurately and efficiently
• Manage and coordinate the preparation of PSC Mali Programme’s HR and Admin work plans, budgeting, and progress.

5. Facilitation of knowledge building and knowledge sharing

• Contributions to knowledge networks and communities of practice.
• Synthesis of lessons learned and best practices in human resources.
• Performs other related duties as instructed.
• Performs any other related duties as may be assigned.

Monitoring and Progress Controls

• Master HR plan maintained and contract extension or recruitment action commenced within 3 months of contract end date.
• Travel Processing completed within 7 days of receipt of all Travel Documents.
• HR and Administration personnel proficient at primary duties and completing work within specified deadlines.

Education

• Advanced University Degree (Masters Degree or equivalent) in Human Resource or other relevant subject matter with 5 years of relevant experience, or
• First level University degree (Bachelors Degree or equivalent) in Human Resources or other relevant subject matter with 7 years of relevant experience.                    

Experience

• Minimum of 5 years of working experience in Human Resources is required;
• 5 years of experience in Human Resources Advisory Services is required;
• 5 years of experience in Human Resources Recruitment and Selection is required;
• 2 years of experience in Human Resources HR Planning is required;
• 2 years of experience in Travel Management is required;
• Experience in UN Staff Rules and Regulations is desired;
• Experience in UNOPS Human Resources Rules and Regulations is desired.

• Fluency (write, read and speak) in written and spoken English  is required;
• Knowledge of French is desired.

• 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.
• 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.