Head, Staff Administration (P-3)

Position Remarks

This fixed-term appointment is for duration of two years with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.

Principal Functions

Under the direct supervision of the Head, Human Resources Branch and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the Head of Staff Administration Section performs the following duties:

1.    Supervises the day-to-day work of the Staff Administration team ensuring the implementation of entitlements and benefits (payment of salaries, dependency benefits, assignment grant, education grant, rental subsidy, home leave and repatriation grant) in accordance with the Staff Regulations and Interim Staff Rules of the OPCW and applicable Administrative Directives and Information Circulars.

2.    Supervises and coordinates the issuance of contracts, for all categories of staff including SSA: checks all contracts issued for accuracy in terms/conditions of staff members' employment.

3.    Provides expert advise to the Head, HRB on all matters pertaining to entitlements and benefits related policies and procedures.

4.    Acts as the focal point for answering atypical queries and/or advising staff members regarding their eligibility to entitlements and benefits. Make decisions and recommendations on more complex issues which are subject to final verification by Head, HRB.

5.    Advises Head, HRB on policy matters relating to tenure and coordinates the analysis on the implementation of the tenure policy, overseeing the monitoring and issuance of contracts as necessary in the context of the tenure policy.

6.    Managing the provision of OPCW staff benefit insurance policies GMIP, SIDDI, NSIDDI, &Kidnap/MAIP including the technical procurement requirements to establish insurance policies as required.

7.    Contributes to the formulation of the annual programme and budget in respect of HRB budget and other staffing costs with HR related elements (such as estimating separation costs, assignment costs, education costs, etc.)

8.    Participates in the formulation of human resources policies, strategies, practices and procedures related to administration of entitlements to meet the evolving needs of the organisation. Advise on the development, modification and implementation within OPCW of UN common system policies and practices related to staff administration, and reviews their effectiveness.

9.    Maintains liaison with other organisations/agencies to ensure that OPCW is at the forefront of efficiency and effectiveness in the management of entitlements and benefits in comparable systems, including the UN common system. Keeps abreast of the developments in various areas relating to the work of Staff Administration Section.

10.     Ensures that all necessary policy and procedure guidelines are followed din the provision of service related to terms and conditions and benefits provided to staff. Ensures that a quality service is provided by initiating and monitoring checks and balances to ensure the correct benefits and entitlements are enacted or staff.

11.     Contributes to the embedding of the ERP system in the OPCW in relation to staff Administration issues and to contribute to its ongoing development to provide or an effective tool.

Overall responsibility for the function and strengthening of the team

12.     Day-to-day supervision of the staff administration team insuring that all necessary internal policies and procedures are followed.

13.     Analyses the scope of Staff Administration Team responsibilities, complexities/constraints and workload volumes and propose optimal strategic long term team structure and functional distributions.

14.     Strengthens the Staff Administration Team in its understanding and implementation of HR policies, in promoting client-oriented practices, establishing systems resulting in strong value-adding HR services, its staff and its key partners.

15.     Think Big about the development of people and coach and mentor staff to build a strong team.

Facilitation and promotion of knowledge building and knowledge sharing.

16.     Designs and implements training for operations/ programme staff on HR issues.

17.     Synthesises lessons learned and shares best practices in HR.

18.     Contributes to knowledge networks and communities of practice.

19.     Ensures effective human resources management for national and international staff alike, focusing on the delivery of HR administrative and staffing services from appointment and contract / entitlement management to separation.

Performs other duties as required.

Knowledge and Skills

Education (Qualifications):
Essential: An advanced university degree in human resources management, public or business administration, law, industrial relations, psychology, or a related field. A first level university degree in a related field in combination with qualifying experience (minimum 7 years) may be accepted in lieu of the advanced university degree
Other relevant education, specialised training in the field of HR, self-study and relevant working experience (11 years) may be accepted in lieu of a university degree.

Skills and Abilities:
Key Competencies:
·    Demonstrates integrity by modelling the UN values and ethical standards
·    Demonstrated ability to promote the vision, mission, and strategic goals of the TS
·    Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
·    Fair treatment to all.
Functional Competencies:
·    Wide ranging experience of staff administration practices within the UN system or related Organisation
·    In-depth understanding of the functioning of insurance policies as well an understanding of the procurement thereof
·    Displays knowledge of underlying theory of HR, including a broad range of HR disciplines as well as HR best practices in public and private sector applied to clear strategic plans and interventions, and advice to clients
·    Develops realistic implementation plans for new policies, standards, procedures and guidelines
·    Shows strong corporate commitment; works to achieve the goals of TS as a whole, making significant contributions to TS priorities or initiatives
·    Focuses on impact and results for the client; promotes and lives by an ethic of client service, seeking to produce significant and positive impact
·    Communicates clearly and convincingly; demonstrates strong oral and written communications skills. Is particularly able to draft and submit legal opinions and responses within the administrative guidelines and staff rules and regulations
·    Promotes a learning environment in the Staff Administration Section; empowers staff to address their development needs and promotes an open atmosphere of mutual feedback and support
·    Displays strong analytical organizational and time management skills; displays flexibility, adaptability and the capacity to work under stress. Displays excellent interpersonal skills and is a team player in a multi-cultural environment
·    Demonstrates the ability to carry out research to contribute to formulation of policies, standards, procedures and guidelines.
·    Leads teams effectively and shows conflict resolution skills
·    Ability to coach, guide and impact change
·    Focuses on impact and result for the client and responds positively to feedback
Builds strong relationships with clients and external actors

Experience

Essential: A minimum of 5 years of progressively responsible experience in human resources management, several of which must be in the area of UN entitlements and benefits and in one of the following specialisations: HR policy and HR planning.

Desirable: Work experience in national government, non-profit organisation or in an international organisation. A degree in Labour Law or in depth experience with legal aspects of organisational development and human resources would be an advantage.

Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Salary Remarks

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions) in US$ and a post adjustment. The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances. The figure quoted on the right, is based on the July 2017 rate of 35.7%