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HR Senior Analyst (Retainer coordinator)

Copenhagen (Denmark)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Copenhagen (Denmark)
  • Grade: IICA-1, International Individual Contractors Agreement - Junior level
  • Occupational Groups:
    • Human Resources
    • Documentation and Information Management
    • Managerial positions
  • Closing Date: 2019-12-15

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Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


Background information - Implementation Practices and Standards (IPS)

Within UNOPS, Implementation Practices and Standards (IPS) is responsible for the UNOPS delivery practices. IPS provides thought leadership, standards and oversight as support to the successful delivery of programmes and projects within UNOPS service lines (infrastructure, procurement, project management, human resources and financial management services). IPS is comprised of the Infrastructure and Project Management Group and the Procurement Group which aims to reduce organizational risks, improve project performance, and promote excellence across UNOPS projects through the Standards Management Framework; and provides organisational oversight on the application of standards. These Groups also support the positioning of UNOPS in the UN system and development sector in Infrastructure, Project Management and Procurement.

The Portfolio support unit which aims at building up and managing the organisational readiness of UNOPS and therefore support the implementation of the UNOPS global portfolio. It also provides support services to the Implementation Practices and Standards function.

IPS is also hosting the Knowledge Management corporate initiative.

Background information - Portfolio Support

Portfolio Support (PS) is a business unit within the Implementation Practices and Standards function which aims at (a) setting up and managing aspects of the organisational readiness of UNOPS, and (b) providing support to the IPS operations.

Organisational Readiness

The PS team supports the UNOPS global portfolio by building up and managing corporate retainers rosters and long term agreements to supplement existing resources in order to implement the corporate strategy and address the needs of the donors. The organisational readiness is focused primarily on UNOPS mandate in infrastructure, project management and procurement and aims to cover the needs of the Regional Portfolios at both opportunity development and project start-up levels, as well as on an ad-hoc basis, including emergency response to crisis. The UNOPS organisational readiness shall be aligned with the business plans of the regional portfolios.

Support to IPS operations

Portfolio Support provides timely support to IPS on operational aspects and take a coordination function in the areas of Human Resources (HR), general Administration, Communication, Finance and Procurement by working in close relationship with other Headquarter (HQ) units, notably the Shared Services Center (SSC). The PS team also manages the Project of the Year Award (POTYA). In addition, the PS team includes a compliance function to support transparent and efficient management of IPS overall.

Background Information - Job-specific

Under the overall supervision of the Portfolio Support Manager, the HR Senior Analyst has a primary focus on the development and management of the retainer aspects of the organisational readiness. 

More specifically, the HR Senior Analyst will contribute to the UNOPS organisational readiness by being responsible for (a) analyzing the regional portfolio needs and priorities in terms of retainers, primarily in Infrastructure, Project Management, Procurement and secondarily in Transactional Services and (b) building up/maintaining and managing a pool of retainers to be used primarily by the field offices, in close collaboration with the retainers’ technical supervisors in the HQ practices units.

The retainer profile search, the hiring of the retainers, the post-assignment performance management and the payment functions are being embedded in UNOPS systems, including the UNOPS ERP system, as well as Google environment. While the coordination of the technical aspects of the retainer management tool will be covered by the Media and Communications Analyst, the analytical work of the HR Senior Analyst will contribute to the tool requirements definition and continuous improvements of the tool features; as well as testing the tool features before their release. 

S/he will also be part of the hiring process workflow, i.e. receiving the hiring requests to advise on the most appropriate retainer profile for the assignment request received. S/he will ensure that the request goes through smoothly, i.e. is received and addressed by the retainer and the technical supervisor. Last, s/he will ensure that the performance feedback is obtained after each assignment in parallel of, or prior to initiating the payment. 

While the overall recruitment process and the contract administration aspects will be managed by the Integrated Practice Advice and Support (IPAS) HR team, an integrated support services and advisory function of UNOPS, the HR Senior Analyst will ensure a coordinating function under the leadership of the Portfolio Support Manager.

The role requires a deep understanding and knowledge of the respective UNOPS HR policy and processes as well as strong analytical skills. The successful candidate should be able to review and analyze CVs and profiles to match the profile of the candidates/retainers to a specific position or assignment, as well as support the shortlisting process when building up/expanding the pool of retainers. S/he will also support the outreach effort in order to build a diverse pool of retainers, also in terms of gender and social inclusion. 

Maintaining the highest degree of personal and professional ethics, the HR Senior Analyst promotes a collaborative, service-focused, quality and results-oriented approach in IPS. The HR Business Analyst works in close collaboration with the IPAS HR colleagues to successfully build a retainer pool addressing the needs of the UNOPS Global Portfolio.

Functional Responsibilities

The HR Senior Analyst will own various tasks as outlined and assigned in PS’s annual work plan, ensuring timely delivery of tasks and reporting on progress against the work plan. More specially, the functions will include inter alia:
Support to the UNOPS organisational readiness
  • Survey the needs of the UNOPS Global Portfolio based on the regional business plans and priorities, notably using the UNOPS expert indicators, expertise area and organisational function.

  • Analyze the gaps against various key indicators and identify the priority areas for the building / expansion of the retainer pool.

  • Contribute to the improvement of the processes related to the use of retainers, in close collaboration with the relevant HQ practice unit and field stakeholders.

  • Generate, maintain and analyze data on trends, risks and opportunities in relation to the use of the retainers; notably taking into consideration gender and social inclusion aspects.

  • Develop dashboards or other data visualization tools in collaboration with the Media and Communications Analyst to facilitate the reporting to management.

  • Contribute to the continuous improvement of the retainer management tool, in close collaboration with the various stakeholders, so it serves both the corporate reporting needs and field offices operational needs. 

  • Contribute to assessing annually the impact of the retainer resources at the corporate level.


Management of the retainer pools:
  • In close collaboration with the IPAS HR team and the technical supervisors, lead the recruitment processes to replenish and/or expand the pool of retainers. Coordinate/support the drafting of terms of reference at the desired level.

  • Ensure that the retainers’ profiles are regularly updated and shared within the organisation. 

  • Act as a focal point for the retainer hiring process and overall management of the pool. 

  • Review the hiring requests and ensure that the retainer profile selected matches with the requester needs; propose alternate profiles as deemed necessary.

  • Ensure that the hiring requests are completed and that the assignment may start within the agreed timeframe. Assist with travel arrangements, where applicable.

  • Ensure that feedback is obtained after each assignment, from the requester and from the retainer; act upon negative feedback to help improving the retainer’s performance for his/her next assignment.

  • Coordinate the performance management of the retainers, including contributing aspects such as on-boarding, completion of mandatory learning activities, sharing regular updates to the retainers on the organisation strategies, policies, guidance and tools, and fostering the relationship between the technical supervisors and the retainer personnel encouraging dialogue and two-way constructive feedback.

  • Contribute to the regular review of the retainers’ terms of references to ensure they are fit for purpose.

  • Contribute to the promotion of the use of the retainers across the organisation in collaboration with the Media and Communications Analyst.


Knowledge building and knowledge sharing
  • Organize, facilitate and/or deliver training and learning initiatives for personnel on areas of expertise.
  • Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and disseminating best practices in his/her area of work.
  • Collect feedback, ideas, and internal knowledge about processes and best practices and put to use productively.
  • Undertake research on a range of issues related to portfolio support and provide content for notes/reports including quarterly and year-end reports for monitoring, statistical and review purposes by management.

Competencies


Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education: 
  • Advanced University Degree (Master’s or equivalent) in Human Resources Management, Business Administration, social or behavioral sciences, or other relevant discipline related to data analytics.

  • A first level University degree with a combination of 2 additional years of relevant past experience may be accepted in lieu of advanced university degree.


Work experience: 
  • 2 years of experience in human resources management  are required.

  • Experience with data analysis is required.

  • Experience is a large organisation is desirable.

  • Experience in the development sector or working with UN system organizations is desirable. 

  • Knowledge of the infrastructure and/or project management and/or procurement sectors is desirable.

  • Experience using google suite is an asset.

  • Experience working on gender and social inclusion aspects is an asset.

  • Experience in multicultural environments, including in developing countries is an advantage.

 Languages
  • Fluency in English is a requirement. 

  • Working knowledge of French and/or Spanish and/or Arabic is an advantage.


Contract type, level and duration

Contract type: ICA Contract level: IICA 1
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • 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.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • 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
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • 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.

Work environment:

IPS offers a unique work environment in UNOPS headquarters in Copenhagen, Denmark, located in the UN City building, one of Copenhagen’s landmarks. UNOPS HQ offers a safe, family-friendly environment with multiple opportunities for networking and an active lifestyle in a city known for its excellent urban design and planning.

The IPS team is a diverse team in terms of age, nationalities and family situations.  The team is inclusive and values social and athletic activities like team breakfast, Friday evening networking or sports such as sailing, climbing, running and squash. IPS is very dynamic and welcomes agility, autonomy and self-drive. The work of IPS is oriented towards exciting opportunities which have a corporate, global impact and is in touch with the whole of UNOPS. UNOPS has a hosting agreement with the Government of Denmark under which both national and international candidates are eligible for HQ-based positions. UNOPS officials are exempt from Danish taxes on UN incomes. EU citizens in particular may opt to be registered with the Danish State Administration as an EU migrant worker, and keep the rights associated with that status, or register through UNOPS with the Ministry of Foreign Affairs. EU citizens may apply for the free public Danish health insurance or special health card depending on their choice of registration. Non-EU citizens will be registered by UNOPS under the Ministry of Foreign Affairs and must purchase their own private health insurance. 

IPS is very respectful of the UNOPS approach to work-life balance, including flexible working hours and remote working arrangements. IPS is keen on improving diversity in the team with a current focus on gender equality and equal representation.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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