Admin and HR Assistant, Multiple positions

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.

UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates. 

UNMAS as a component of the United Nations Support Office in Somalia (UNSOS) provides explosive hazard management capacities, including mitigation, to AMISOM as part of a logistical support package. Non-lethal tactical advice and analysis is delivered by UNMAS technical advisors located in each AMISOM Sector Headquarters and at AMISOM Force Headquarters, who support AMISOM planning and operations. UNMAS support includes both enabling (“operate in spite of IEDs”) and response (“defeat the device”). As a component of the UN Mission in Somalia (UNSOM) UNMAS also supports the Federal Government of Somalia, including the Somali Police Force, Somali Explosive Management Authority and National Security Advisor. 

Background Information for the Position

Under the guidance and supervision of the Admin & HR Officer, the Admin HR Assistant is responsible for providing assistance and support to HR initiatives in the area of recruitment, absence management, process of non-payroll payments and contract administration. The Admin HR Assistant works in close collaboration with the Programme, Project and Operations staff to exchange information and ensure consistent service delivery.

HR strategy and procedure

• HR process and records in line with UNOPS rules, regulation, policy, procedure and strategy.

Recruitment and Selection process:

• Posting Vacancy Announcement (VA) on GPRS as per UNOPS policy;
• Inform hiring manager when VA has been closed;
• Providing support to hiring manager on the application and interpretation of recruitment policies and procedures;  
• Support hiring manager on long listing and shortlisting stage in line with UNOPS policy and procedures;
• Support line managers in the shortlisting when requested;
• Preparation of Matrix for the position, invite candidates for the next stage of the recruitment process;
• Preparation of interview schedule in consultation with hiring manager;
• Participate in the interview process & preparation of interview minutes; initiate reference checks and validation of documents;
• Review qualifications, experience and Terms of Reference to determine daily remuneration to be paid in accordance with the established fee schedule;
• Monitor and track status of all request and initiate follow up action to ensure selection review submission is timely, accurate and contains complete documentations.

Position and Contract Administration

• Liaise with budget section to get funding source (GLA) of the position and contract;
• Create and update positions in the system (OneUNOPS) and ensure the funding source (cost of distribution) for each position is in line with budget;
• Create award in OneUNOPS in line with UNOPS policy and procedure;
• Maintain up to date staff records and verify personnel information as necessary;
• Secure management of personnel records for  all personnel; 
• Ensure proper filing system and all relevant documents fulfilling audit requirements are in place;
• Monitor status of contracts, follow up with ToR, Pre-clearance, approval stage and follow up GSSC on issued contract to the personnel;
• Clarify queries on contractual arrangements in line with UNOPS rules and regulations.

Induction

• Ensure coordination with Logistics Unit on all logistics for newly appointed personnel;
• Maintain and disseminate welcome packages and brief new recruits in Mine Action procedures and administrative formalities;
• Send out welcome messages to staff on new recruits;
• Follow up with FEMS UNSOS to secure accommodation before the arrival of the personnel;
• Preparation of UN ID documentation for newly appointed personnel and liaise with UNSOS ID section for issuance;
• Brief candidates regarding entry details and ensure quick action to facilitate their taking up the assignment on a timely basis;
• Ensure new staff members attend mandatory training such as SSAFE, ETB;
• Facilitate application for UNLPs and UN Certificates or International staff as per guidelines;
• Manage Residency for Staff in Conjunction with Protocol Office.

Payments

• Receive and process all payment for the Admin and HR section (Payment for International –IICA, Non-payroll payment - Fixed Term Staff, Payment for National;  Safaricom staff bills; SAT Africa - Thuraya bills/Iridium bills; Indigo  Indian Ocean; CTG Invoice; MFI 4th quarter 2012 payment; DHL payment; JIM Cab; Fuel – UNON);
• Raise PO/RFP in oneUNOPS and follow-up for approval and Finance Team for the disbursement;
• Ensure that all payment are correctly filled and recorded;
• Follow up with the Finance section that the Payment are on time;
• Ensure that all payment are correctly filled and recorded;
• Ensure proactive customer service to clients alerting the supervisors and Program Manager of any problems or delays in the stages of any process.

 Travel

• Assist travel bookings of all staff in accordance with the Travel Policy in timely manner including new bookings, change of bookings, cancellations etc;
• Provides customer with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;
• Communicate closely with travelling staff on their travel dates, tickets, and updates on changes to their travel;
• Assist in printing and requesting transportation carrier tickets, using computer printer system or system link to travel carrier.

Guidance to the Admin and  HR Personnel

• Support the Admin and HR Officer  in providing overall guidance to  Admin and HR personnel on development and establishment of monthly work plan.

  Education

• Advanced University Degree (Master’s Degree or equivalent) in Public Administration, Business Administration, Human Resources or Administrative Support Services with zero (0) years of experience; or
• A first level University Degree (Bachelor’s Degree or equivalent) in Public Administration, Business Administration, Human Resources or Administrative Support Services with one (1) year of relevant experience; or
• High school Diploma with Five (5) years of relevant experience.

 Experience

• Relevant experience is defined as experience in public administration, business administration, human resources or administrative support services;
• A general understanding of Mine Action is desired;
• Computer literacy, with solid experience of using Microsoft Office suite is required.

 Language

• Fluency in English ( reading, writing and speaking ) is required;
• Fluency in Somali (writing, reading and speaking) is required;
• Knowledge of another UN official language 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.

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.