Individual Contractor: Electronic Official Status Files project and Off-Boarding document support, Human Resources Administration, UNICEF Global Shared Services Centre, Budapest, Hungary

UNICEF Global Shared Services Centre’s Human Resources Administration Section is seeking a for a short-term consultant, to mainly contribute to clean up the data by clearing all the existing errors and reviewing the accuracy of the documents, specially the P-2 forms, and provide additional support to the Documents team.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, results

UNICEF's Global Shared Services Centre (GSSC) in Budapest, Hungary supports UNICEF operations globally in the areas of Finance, Human Resources, Payroll and Information Technology.

How can you make a difference?

UNICEF Global Shared Services Centre’s Human Resources Administration Section is responsible to maintain the staff members’ Electronic Official Status File (e-OSF). Due to technical glitches some documents are not correctly transferred to e-OSF from other systems: Talent Management System (TMS), MyCase or Service Gateway. Until these bugs are fixed, manual intervention is necessary to file these documents in e-OSF correctly. In addition to that, the GSSC HR Admin section aims to file correctly completed forms and for this purpose conducts quality check of certain documents.

UNICEF Global Shared Services Centre’s Human Resources Administration Section is seeking a for a short-term consultant, to mainly contribute to clean up the data by clearing all the existing errors and reviewing the accuracy of the documents, specially the P-2 forms, and provide additional support to the Documents team.

This will involve:

Technical support to the Documents team:

• Review the issues outlined above, the error report and the existing e-OSF system;
• Analyze and resolve the document/e-OSF related issues, escalate system issues requiring IT support for resolution;
• Document the findings and the proposed solutions, including completing testing and validation of the proposed solutions.

e-OSF data clean up:

• Empty the 2 drop off libraries/clean-up documents stuck in drop-off libraries;
• Check the 4,367 documents in the error report and ensure they are correctly saved in the e-OSF based on the guidance that will be provided;
• Spot check on stuck documents flagged by QA reports; if there are missing documents from e-OSF, then manual upload of those documents;
• Check Service Gateway for stuck documents and take necessary action as above.

Pension beneficiary forms verification

• Ensure that the P-2 forms are duly uploaded in the e-OSF from TMS;
• For all the P-2 forms with errors, revert to the staff member and get the correctly filled form uploaded in e-OSF

Pension fund follow-up

• Establish a tracking system of the requests submitted to Pension Funds;
• Based on the monthly meeting with Pension focal point, update on the status of pending cases and required actions

Follow up on the missing information/documents for pension to process the payment

Deliverables will be assessed and evidenced based on:

• e-OSF data cleaned with zero error as outcome by the end of the assignment;
• All P-2 forms reviewed and uploaded in e-OSF by the end of the assignment;
• Pension fund monitoring matrix updated with relevant actions taken on the outstanding cases;
• Proposed solutions to the interface issues on the automatic update of e-OSF provided for ICTD review and action in the system;
• Findings and proposed solutions documented by the end of the assignment in the consultancy final report.

To qualify as an advocate fro every child you will have...

• First university degree or equivalent, particularly in the areas of information technology, computer science, or business administration and/or Human Resources is required. Combination of secondary school plus professional experience will be considered;
• Proven, previous experience (minimum of 1 year) in designing or providing advanced electronic filing system support is required;
• Fluency in English (verbal and written) is required;
• Previous experience of shared services/business support centre, including private sector, will be considered an asset;
• Familiarity or experience in Human Resources Management and previous experience working in the United Nations common system will be considered an asset;
• Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is an asset.

Mandatory Requirements

The proposing service provider must include the following attachments in their submission:

• Updated CV detailing educational background and all relevant experience;
• Cover letter expressing interest and suitability for the assignment;
• Financial Proposal indicating the daily rate for delivery of services. The daily rate should be expressed in Hungarian forint (NET + VAT, if applicable. Please indicate the exact amount).
• Document to prove eligibility to work in Hungary, if applicant is non-Hungarian citizen (copy of passport in case of EU citizens; work visa in case of non-EU citizens).

Successful applicants will be required to accept UNICEF’s General Terms and Conditions for Service Contracts.

Location and duration

Working hours for this individual consultancy will be 8 working hours per day, 5 days per week, from 8:30am to 5:30pm with one-hour lunch break. The consultant will work full-time on GSSC premises in Budapest, Hungary, under the supervision of Human Resources Specialist/Off-boarding.

Contract duration will be 3 months, commencing as soon as possible.

Evaluation Criteria

Candidates who are under serious consideration will be evaluated by the following criteria:

• Proven, previous experience in providing advanced electronic filing system support
• Previous experience of shared services/business support centre
• Prior experience in HR

Candidates meeting technical requirements will be evaluated based on value for money of Financial Proposal.

Payment information

Payment is immediate after receipt of invoice and acceptance of work. Payment will be affected on a monthly basis by bank transfer in the currency of billing.

Individual consultants are not a standard employment arrangement, as payments will be made based on invoices submitted by the consultants on a monthly basis. Individual consultants are entirely responsible for the payment of all insurances, taxes, other contributions payable by the consultant on the payments made by UNICEF to the consultant for his invoices issued under this contract.

Terms of employment

Consultants are required to submit a statement of good health prior to commencement of work and to take full responsibility for the accuracy of that statement.

The consultant is responsible for arranging, at their own expense, life, health, and other forms of insurance covering the period of their services on behalf of UNICEF as they consider appropriate. Consultants are not eligible to participate in the life or health insurance schemes available to United Nations staff members.

UNICEF undertakes no liability for taxes, duty or other contribution payable by the consultant on payments made under this contract.

Please submit your application through UNICEF's online recruiting system in English.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.