Human Resources Officer (International Personnel Section)

UNITED NATIONS RELIEF AND WORKS AGENCY

FOR PALESTINE REFUGEES IN THE NEAR EAST

UNRWA

UNRWA is a United Nations agency established by the General Assembly in 1949 and is mandated to provide assistance and protection to a population of some 5 million registered Palestine refugees. Its mission is to help Palestine refugees in Jordan, Lebanon, Syria, West Bank and the Gaza Strip to achieve their full potential in human development, pending a just solution to their plight. UNRWA’s services encompass education, health care, relief and social services, camp infrastructure and improvement, microfinance and emergency assistance. UNRWA is funded almost entirely by voluntary contributions. For its local team, where, UNRWA is seeking to employ a qualified:

Human Resources Officer

(International Personnel Section)

Vacancy Announcement Number

17-AR-AM-49

Grade

14

Deadline for Applications

1 October 2017

Duty Station

HQ Amman, Jordan

The incumbent reports to the Entitlements and Payroll Officer, HQ (Amman). In accordance with Agency policy and procedures, the incumbent will:

Primary Duties and Responsibilities

•         In respect of designated group of clients/offices, perform the following actions, and any similar actions related to the employment cycle in a timely and accurate manner to ensure that the required client employment status is up to date and related documentation are processed timely for the end payroll result:

-          Oversee preparation,  follow up, and distribute key employment related documents such as but not limited to new offers of appointment, letters of appointment, contract extensions, salary increments, promotion letters, transfer letters, Certificates of employment, Testimonials, TSA letters, Special leave with/without pay/with half pay, sick leave, separation letters, administrative details and fact sheets, miscellaneous correspondence; contact clients by telephone at on boarding and prior to separation to verify accuracy of information and address any questions/concerns;

-          Ensure proper placement of the above referenced and any related documents in the Official Status File (OSF) chronologically to ensure easy reference by managers and section colleagues as required; ensure that OSF for designated group of clients is up to date and in good order at all times;

-          Coordinate all necessary follow up actions to ensure completeness of processes in delivering the client service and avoid delays;

-          Finalize data entry into the HRM and payroll system (REACH) in a timely manner to meet payroll deadlines and timely disbursement of overall salary and allowances;

-          Monitor and complete administration and recording of attendance for designated group of clients; feed necessary information for completion of annual end of year closure reports for finance; Provide the staff members with annual Attendance Records Summary (ARCs) for signature and placement on OSF;

-          Assist Entitlements and Payroll Officer and Human Resources Officer (HRO) in the administration of personnel entitlements as required and ensure compliance with Staff Regulations, Rules and Personnel Directives and issuances; Provide immediate report to Entitlements and Payroll Officer and HRO on any issues that have a potential of impeding client service and delivery;

-          Provide any information required for management use; Collate, compiles and complete internal and external statistics for the same group of clients/offices timely and accurately; Focal point for e-Leave and end of year closure reporting on leave balance liabilities.

•         Monitor and Supervise the Assistant HR Officers’ in terms of daily and long- term deliverables and in terms of updating the Section’s services; monitor table for weekly discussions with HRO or Chief, Human Resources Services Division as appropriate;

•         Be responsible for the maintaining and issuance of the monthly staffing table; Maintain and issue monthly status and use of vacant posts; ensure Agency’s HRM reflects accurate use / count of vacant posts;

•         Be focal point for International Personnel Section in regard to:

-          Payroll and ERP related issues; Responsible for training IPS staff on Payroll related improvements;

-          Agency’s statistics related to International Personnel.  Prepare, consolidate and distribute key data/statistics for international personnel Agency-wide for audit, management and donor reporting, such as but not limited to Chief Executive Board (CEB), UN Board of Auditors (UNBOA), Joint Inspection Unit (JIU);

-          International staff PERs Agency wide.  Monitor the completion rate of PERs Agency wide and provide collated monthly reports to HRO and maintain a shared drive file on the same

•         Be responsible for providing client services to the designated group of clients/offices and administering the employment cycle from on boarding to separation in a timely and accurate manner involving appropriate coordination with all required parties including but not limited to the staff member, the Department/Field concerned, HRD management, Finance, Administrative and General Services Support Department, and other agencies (including Cigna, AETNA (etc) and United Nations Joint Staff Pension Fund (UNJSPF;

•         Act as back up for counterparts or other section staff as required and ensure handover and status report at the end of such assignment; contribute to ERP and other e-Systems as required;

•         Perform such other duties as may be assigned and ensures handover and status report at the end of such assignment.

Professional Knowledge and Experience

•         A university degree from an accredited education institution in human resources management, public or business administration or other related field;

•         At least four years of experience in HR administration in an international, governmental or commercial organization, of which two years would have been involved in entitlement administration and client services;

•         Excellent command of spoken and written English.  Must be able to draft logical documents that are grammatically accurate.

Competencies

•         Managing Performance: Regularly discusses performance and provides feedback and coaching to staff; Holds others accountable for achieving results related to their area of responsibility;

•         Judgement / Decision Making: Proposes a course of action or makes a recommendation based on all available information; Considers positive and negative impact on others and on the agency

•         Communication: Listens to others, correctly interprets messages from others and responds appropriately; Demonstrates openness in sharing information and keeping people informed;

•         Planning and Monitoring: Foresees risks and allows for contingencies when planning; Uses time efficiently and effectively; Encourages others to set challenging goals;

•         Client Orientation: Establishes and maintains productive working relationships with clients

•         Initiative, Innovation and change: Takes an interest in new ideas and new ways of doing things, supporting initiatives from other staff members

Desirable Qualifications

•         Knowledge of UNRWA’s Staff Rules and Regulations;

•         Knowledge of ICSC/UN policies that govern the basis of UN salaries, allowance and benefits;

•         Familiarity with the Agency’s HRM system;

•         Ability to interpret policy into cost calculations and formulae;

Equivalency

When the minimum requirements are not fully met, Field Director for Field Area staff and Director of Human Resources for Headquarters Area staff, in consultation with the concerned supervisor may exceptionally substitute part of the unmet requirements with a combination of relevant academic qualifications, additional professional training and progressive relevant work experience.

NB: Work experience alone or formal qualifications with no relevant work experience are not considered an acceptable combination.

Additional Information

•         The incumbent must demonstrate on a continuous basis, the ability to take initiative, analyze workload and make appropriate monitoring and follow up schemes that prove efficient.

•         The incumbent will be required to perform duties beyond regular working hours based on the work exigencies.

Conditions of Service 

The fixed term appointment is for 3 years including 1 year probation period. Monthly basic salary JD 849.80. Other benefits include monthly Provident Fund contribution (15% of basic salary paid by the Agency), compulsory medical insurance, 30 days of annual leave, and dependency allowance (if applicable).

How to Apply

Applicants are required to register at http://jobs.unrwa.org by creating a personal profile and completing an UNRWA Personal History Form. Please note that UNRWA only accepts degrees from accredited educational institutions. Only applications received through http://jobs.unrwa.org will be considered. Due to the large number of applications received, only applicants short-listed for interview will be contacted. Please ensure that the e-mail address that you will indicate in your Personal History Profile is accurate, candidates shortlisted for test or interview will only be contacted by e-mail. No follow up phone calls will be made.

The United Nations does not charge fees at any stage of the recruitment process (application, testing, interviewing, etc). The United Nations does not concern itself with information related to bank accounts.

General Information

UNRWA encourages applications from qualified and experienced women.

UNRWA welcomes applications from qualified candidates with disabilities. 

This vacancy notice is open to internal and external candidates. As an Area post, preference will be given to local candidates already based in the duty station of the post.

UNRWA is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for human rights, for diversity, and for non-violent means of dealing with all kinds of conflict. UNRWA staff are expected to uphold these values at all times, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for UNRWA jobs. UNRWA is a non- smoking work environment.

The Agency reserves the right not to make an appointment, to make an appointment at a lower grade, or to make an appointment with a modified job description.

On appointment, all individuals will be asked to sign a self attestation, confirming that they have not committed, been convicted of, or prosecuted for, any criminal offence and that they have not been involved, by act or omission, in the commission of any violation of international human rights law or international humanitarian law.

Date of issue: 18 September 2017/RJ