Human Resources Associate

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. 

THOH

Thailand Operations Hub (THOH) is a UNOPS business unit under the UNOPS Asia Regional Office and it was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.

The Hub comprises three main portfolios –THOH Thailand, THOH Indonesia and THOH Pacific and provides a wide range of services including Project Management, Transactional HR, Financial, and Procurement to clients that include other UN entities, INGOs and governments/government agencies donors.

BRG Results Enabling Facility (BRG REF)

Seasonal peatland fires are now compromising Indonesia’s economic and social development by creating considerable threats to health, the environment, and the economy. In 2015 peat fires and their related haze resulted in the hospitalization of more than half a million people due to acute respiratory infections. These fires that raged through 2.6 million hectares of forest and peatland areas in the islands of Kalimantan and Sumatra released 1.6 Gts of CO2e, surpassing the annual CO2 emissions of advanced industrialized nations such as Germany, France, and others. Direct and indirect damages cost the Indonesian national economy an estimated USD 16 billion, about 2% of its annual GDP.

In recognition of the importance of peatlands for climate change mitigation, the Government of Indonesia through Presidential Regulation No 1/2016 constituted the Peatland Restoration Agency (BRG). BRG has an important mandate: prevent forest fires, especially in peatland areas, as well as restore 2 million hectares of peatlands devastated by forest and land fires. The Agency identified 7 target provinces for peatland restoration and fire prevention activities in Riau, Jambi, South Sumatra, West Kalimantan, Central Kalimantan, South Kalimantan and Papua.

Since its establishment in 2016, Norway has been supporting BRG, as current support to the BRG by the Norwegian Government falls within the wider partnership between Norway and Indonesia established in 2010 through the Letter of Intent (LOI) to reduce emissions from deforestation and land degradation of forests and peatlands with USD 1 billion over the next few years. The USD 1 billion support is part of an international climate mitigation initiative (UNFCCC) supported programme that uses international aid to counter forest degradation in various parts of the world, and this is one of the largest ever contribution made to reduce deforestation.

In the framework of this background, Norway and BRG have asked UNOPS to develop a flexible multiyear administrative support mechanism for managing Norway’s financial support to BRG through the establishment of the BRG Results Enabling Facility (BRG REF). The mechanism has within its scope a back-office management component and a service, procurement, grants management and a delivery component.

UNOPS THOH is hiring for the position of Human Resources (HR) Associate. Reporting to the Finance and Admin Officer, the Human Resources Associate is responsible for providing support to all HR functions and activities under the BRG-REG and UNOPS Indonesia office. The incumbent is expected to be a process expert in all key HR functions and have the ability to analyse situations, identify bottlenecks and recommend feasible solutions, and advise managers on various HR issues. The HR Associate serves as the first contact for internal and external clients in resolving issues and responding to queries on processes and procedures and provision of guidance and information related to HR initiatives to a wide range of UNOPS clients.

The HR Associate works in close collaboration with the BRG-REF personnel, Indonesia Programme personnel, THOH Support Services team and with UNOPS HQ staff to exchange information and ensure consistent service delivery.

Summary of Key Functions 

• Implementation of HR strategies and procedures
• Recruitment and talent management
• Administrative support
• Project management/project support on strategic HR initiatives
• Staff development and learning
• Knowledge building and knowledge sharing

Duties and responsibilities

Reporting to the Finance and Administration Officer located in Indonesia and with technical guidance and supervision from the THOH Support Services Team lead, the HR Associate is responsible for the following:

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.
• Contribution to the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.
• Provision of information to the management and staff on strategies, rules and regulations.

Provides support to recruitment and talent management, focusing on achievement of the following results:

• Initiation, processing, monitoring, review and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, learning, etc., ensuring consistency in the application of regulations and procedures.
• Assistance in the identification and proposal of the mechanisms to attract suitable candidates from developing countries. Provide administrative and logistical support to general recruitment process.

Ensures efficient administrative support to HR Team and UNOPS staff, focusing on achievement of the following results:

• Administrative support to Human Resources team. Liaison between unit and internal/ external clients to expedite completion of projects, disseminate information, etc
• Research of precedents and analysis of merits of specific requests; presentation of recommendations to supervisor, taking into account institutionalized exceptions, and submission of recommendation to the Practice Lead for the approval of departure from established policies, procedures and guidelines
• Research on a range of HR related issues and assistance in the preparation of notes/reports
• Support to Human Resources Specialists on management, implementation, monitoring of various HR initiatives.
• Advice and guidance to staff with respect to administrative procedures, processes and practices
• Proactive coordination of the flow of work,
• Advice to the supervisor on the status of pending requests and work deadlines and provision of proactive customer service to internal and external clients.
• Advice to decentralized offices on specific and general inquiries about benefits and entitlements related to different contract modalities
• Liaison with relevant HQ and UN system units to exchange information and follow up on pending issues.
• Set up and maintenance of reference files/records (electronic and paper). Entry, maintenance and certification of administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Set-up and maintenance of databases, requiring the organization and preparation of reports and documents through integration of several data sources, technology and software applications
• Administration of ICA
• Input to further development of UNOPS ICA guidelines and policy

Provides project management/project support on strategic HR initiatives, focusing on achievement of the following results:

• Ad hoc projects for strategic HR e.g. staff survey, HR support to bid projects, etc.
• Personnel Data Management, Reporting and Systems Development; includes development of a user manual, designing HR site on intranet, reporting, etc
• Input and feedback on draft policies

Contributes to staff development and learning, focusing on achievement of the following results:

• Assistance in the organization and conduct of training courses and workshops. Provision of logistics and administrative support to trainers.
• Training (occasionally missions to the field) of colleagues on the ICA contract modality
• Some guidance/training to less experienced staff

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.

Perform any other task upon request

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.

Education:

• Secondary education or high school diploma with specialized training in Human Resources Management, Business Administration, Public Administration, Industrial Psychology or related specialization required.
• First university degree (bachelor's degree or equivalent) in the above-mentioned areas of specialization preferred.

Experience:

• Minimum of 6 years of work experience in Human Resources administration/management in a reputable organization required in combination with a high school diploma. Two years of relevant experience in combination with a relevant first university degree will be considered equivalent. A relevant professional diploma/license with less experience will also be considered. 
• Minimum 2 years of experience in providing core HR functions in an international organization.
• Experience in process mapping and formulating Standard Operating Procedures (SOPs) an asset.
• Experience managing various HR/management processes including recruitment and selection, performance management, learning and development, benefits and entitlements, and contracting is required.  
• Prior UN experience an asset. Prior UNOPS experience in the field of HR a distinctive advantage.
• Very good drafting and communication skills in English required.
• Knowledge of UN Staff Rules and Regulations an added advantage.
• Knowledge of UNOPS personnel policies and procedures a distinctive advantage.
• Experience in the usage of computers and MS Office. Experience using ERP systems an added advantage.

Language:

• Fluency in English and Bahasa Indonesia is required.

• 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.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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.  

Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types.

Female candidates are strongly encouraged to apply.


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.