HR and Operations Assistant

Vienna

Organization: UNOPS - United Nations Office for Project Services
Location: Vienna
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Human Resources
- Administrative support
Closing Date: Closed

Background Information - Job-specific

This Vacancy Announcement is being published by UNOPS - ECR Geneva on behalf of the SEforALL Initiative

Sustainable Energy for All (SEforALL) is an International Non-Governmental Organization operating a world-wide multi-stakeholder platform focused on the delivery of Sustainable Development Goal #7. Launched as a UN initiative in 2011 by the Secretary General of the United Nations, Ban Ki-Moon, SEforALL is widely acknowledged for its achievement in raising global awareness of the world's sustainable energy challenges, ensuring they were included in the UN's Sustainable Development Goals. SEforALL is directed by its CEO and supports the work of the CEO as she carries out her duties as the Special Representative of the United Nations Secretary General (SRSG) for Sustainable Energy for All, as well as her role as the co-chair of UN-Energy. These roles include advising the UN Secretary General and his staff on issues relating to sustainable energy and the implementation of Sustainable Development Goal 7 (SDG7) and supporting the coordination of sustainable energy issues in the United Nations system. The Secretary General’s advisory committee on Sustainable Energy for All will be supported by the SRSG and SEforALL.

The ambitions of SDG7 on ensuring universal access to affordable, reliable and modern energy services by 2030 are extraordinary. Aiming to achieve them in the context of the Paris agreements involves transformation at a scale never undertaken by humanity before. Swift action needs to be taken by leaders in governments, companies, institutions, financiers, development banks, unions and communities, entrepreneurs and civil society. As a global team, SEforALL crafts interventions that support these leaders in accelerating the delivery of actions. All interventions comprise one or more of SEforALL’s competencies: (i) to marshal the evidence, (ii) to benchmark progress towards SEforALL objectives, (iii) to amplify the voices of the energy poor; (iv) to tell stories of success, and (v) to connect stakeholders to each other and to solutions. All interventions systematically draw on strategic insight, build on compelling communications, and are delivered through and include action-oriented partnerships. http://www.seforall.org/

Context and Objective of Assignment: SEforALL currently employs approximately 50 professionals, operating out of the SEforALL headquarters in Vienna, Austria, with a small team located in Washington DC. After an initial period of growth and recruitment, establishing management, policies and procedures, SEforALL now seeks a professionally curious, HR and Operations Assistant with excellent numerical and analytical skills to support the Senior HR Specialist in positioning HR within the SEforALL corporate culture.

Functional Responsibilities

Duties and Accountabilities

Under the supervision of the Senior HR Specialist, part of the Operations Team and led by the Chief Administration Officer, the role of the HR and Operations Assistant offers a wide-spectrum of activities, a true opportunity to make a difference and enable SEforALL’s staff to succeed in its mission.

The main responsibilities will include, but are not limited to:

HR Transaction Management, Analytics and Delivery

Ensures timely, equitable, transparent and systematic administration of all staff and short-term consultants remuneration including benefits, contract extensions and termination, and other related administrative issues.
Maintains operational statistics and staff lists, preparing related monthly, quarterly and annual reports; maintain administrative steps in support of HR systems, processes and practices

Administers the Bamboo HR system and other relevant software for employee records management, leave and attendance, and time management including timesheets.
Sources applicable information linked to clients from different sources including supervisors, peers, clients, Internet, and documentation.
Works closely with other members of the Operations team in on-boarding of staff and exit processes.

Recruitment, Selection and Talent Management

Supports, implements and administers the effective and timely talent sourcing, including recruiting, developing and retaining the best talents available to support the strategic HR needs of the organization, including establishing and monitoring recruitment indicators to ensure timely completion and quality of recruitment.
Supports and implements annual recruitment plans in consultation with the Senior HR Specialist, Managers, and the Chief Administration Officer.
Supports annual HR budget planning exercise.
Reviews job descriptions in line with job classification policy, guidelines, procedures and related requirements.
Promotes, transparency, and consistency in the selection of staff and consultants.
Provides technical guidance to staff and managers on all aspects of recruitment and selection (staff and consultants).

Identifies appropriate contractual modalities and necessary administrative and contracts management steps, ensuring compliance with SEforALL’s policies and processes.
Contributes and supports the implementation of the SEforAll Performance and Talent Management Culture.

Strategic HR Management

Contributes to wider joint efforts in analyzing data and enabling decision-making in all HR related fields (diversity, compensation and benefits, talent management etc.)
Suggests proactively changes to work processes to improve effectiveness and performance.
Contributes and supports in streamlining and developing policies and guidelines.
Provides ongoing guidance, interpretation and technical support to staff and management in all aspects of HR.

Support for Operations Team

Supporting the Operations Team, when needed, in travel, finance, logistics, and administrative tasks

Education/Experience/Language requirements

Qualifications and Experience

A first (or higher) level university degree in human resources management, business or public administration, or related field.
Minimum of 2 years of experience in human resources, analytics or a related field
Strong numerical and analytical skills with good understanding of HR Analytics
Knowledge of best practices in international human resources management in the private sector, international organizations or NGOs, and/or the UN Common System an advantage.
Excellent oral and written command of English. Fluency in another language is an asset.
Strong IT skills including Outlook, Word, Excel (including reports/macros/graphs, advanced formulas and pivot tables)

Competencies

Core Competencies

Professionalism and Personal Leadership: Demonstrates/safeguards ethics and integrity. Demonstrates corporate knowledge, Self-development and initiative-taking. Ability to work in a multi-cultural and international environment based on mutual respect and tolerance. Demonstrates good judgment and discretion when handling sensitive materials. Ability to exercise good judgment, discretion and tact in handling sensitive issues. A commitment to the goals of SEforALL and to sustainable development more broadly essential. A good sense of humor. Willingness to “get the job “done with a positive attitude to take on a wide range of tasks. Ability and willingness to adjust to “beyond the normal” working hours and manage the work life balance effectively to accommodate differences in time zones.
Client Orientation and Delivery: Takes full ownership in ensuring that those to whom the HR function serves – staff, managers, potential recruits, counterparts - find themselves supported as “clients ”; builds and maintains clients’ trust and respect and builds productive partnerships; actively seeks out to identify clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Maintains client relationships in the face of conflicting demands or directions and provides evidence-based advice and solutions based on sound diagnosis and knowledge.

Planning and Organization: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary. Uses time efficiently and is able to work to deadlines and maintain effectiveness under pressure. Excellent organizational and task management skills, with appropriate attention to details and ability to prioritize work among multiple competing demands, and under tight deadlines. Ability to manage multiple workflows at the same time. Proactive approach to managing workflow, with keen ability to multi-task and respond quickly and flexibly to a wide range of issues, some of which come up in ad hoc and unexpected ways.
Communication: Excellent communication skills and proven drafting ability; ability to develop relationships, foster collaboration within the team and with other stakeholders, deliver presentations and advocate for viewpoints. Ability to craft messages and communiques, and copy edit work to produce flawless written communications is required.

Analysis and Creativity: Demonstrated excellent numerical and analytical skills that can be applied to gather data and generate knowledge relevant to decision-making functions. Capability and easiness to work with numbers, calculate, and analyze data as well as the ability to summarize and present key-findings. Share knowledge and show initiative to improve existing HR policies, processes, systems and practices based on HR Analytics.
Technological Awareness: Keeps abreast of relevant available technology; understands applicability and limitations of technology in the HR context; actively seeks to apply technology to appropriate.

Additional Considerations

- SEforALL offers exciting high-impact assignments, a collegial and creative work environment, and the opportunity for committed professionals to thrive and grow within flat hierarchies and in the pursuit of an inspiring mission.

- SEforALL provides competitive compensation packages at its locations in Vienna and Washington and modern workplace arrangements in terms of flexibility and results orientation;

- 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.

- SEforALL reserves the right to appoint a candidate at a level below the advertised level of the post

This vacancy is now closed.
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