Human Resources Assistant

Under the guidance and supervision of the HR Officer, the Human Resources Assistant provides support to HR services at UNOPS South Sudan Operation Centre, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.

The HR Assistant works in close collaboration with the Programme, Project and Support Services staff in SSOC and with UNOPS HQ and BSSC staff to exchange information and ensure consistent service delivery.

Summary of Key Functions:

• Implementation of HR strategies and procedures
• Implementation of HR services
• Knowledge building and sharing

1.   Ensures implementation of HR strategies and procedures, focusing on achievement of the following results:

• Full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.

2. Implements HR services focusing on achievement of the following results:

• Review of requests for recruitment of national & international consultants ensuring documentation is complete and in conformity with recruitment policies and procedures. Monitoring and tracking status of requests, and initiating follow up action to ensure submission is timely, accurate and contains complete documentation;
• Review of Terms of Reference or Job Descriptions, consulting with Requesting Officer regarding any discrepancies between its content and the recommended level of remuneration;
• Proactive customer service to clients alerting the supervisor of any problems or delays in the stages of the recruitment process;
• Briefing and guidance to clients and partners on the application and interpretation of recruitment policies and procedures. Update and maintenance of information in recruitment systems to allow accurate statistical reporting;
• Response to human resources queries from personnel in the unit and elsewhere in the Programme and to requests for information on employment and recruitment status;
• Processing of Visa applications, UN ID cards and any other similar assistance and establishment of tracking system;
• Extraction and input of data from various sources in the human resource database;
• Review of supporting documentation for processing various HR actions;
• Verification of benefit and other human resource-related claims for accuracy and conformance with personnel rules and regulations;
• Assistance to supervisor(s) in monitoring the contractual status of all personnel on various appointments based in immediate location or within the office’s mandate; monitoring of within grade service increment schedules and timely preparation and issuance of contract renewals and personnel action forms;
• Checking and maintenance of Leave records, leave reports, DSA forms and other forms and reports;
• Maintenance of personnel files for all staff at location as well as electronic files, ensuring all documentation is complete; maintenance and update of confidential personnel information and documents,   ensuring relevant documents are kept in their respective files;
• Search, retrieval, compilation, assembly and archival of a variety of HR statistical data from computer files, records, reports or from other sources for external use;
• Collection and maintenance of information on commercial, private and inter agency training schedules and institutions (course schedules, curricula, and cost);
• Assistance in the preparation of administrative reports; drafting of routine correspondence; arrangement for briefings and debriefings;
• UNOPS and UN-issued Human Resource and Personnel policy manuals, rules, regulations, guidelines, and circulars, updated and filed regularly;

3.     Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on HR;
• Contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall execution of the UNOPS HR services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNOPS capability in the HR management

• Secondary School Education required;
• Bachelor's Degree in Human Resources Management, Business or Public Administration is desired.

• Minimum 4 years of relevant experience at the national level in providing HR Services and/or management of administration and human resources is required;
• Excellent inter-personal and communication skills;
• Recruitment and Selection and Contract Management skills are required;
• Flexibility  and adaptability to work under pressure and meet deadlines
       

• Fluency in written and spoken English is required;
• Knowledge of Arabic language desirable.
  
   

• 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.
• 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.