Personnel Administration Off
Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.Personnel Administration Officer
Organizational Setting and Work Relationships
The Personnel Administration Officer will function under the direct supervision of the Head of Personnel Administration Unit in the Personnel Administration Section (PAS). The incumbent will lead a sub unit dealing with personnel administration matters, provide guidance on various personnel administration issues, and provide expert inputs on HR policy development. S/he will directly supervise a team of line managers and may be required to act as Officer in Charge for the Unit in the absence of the Head of Personnel Administration Unit. The confidentiality of all personnel matters and the need to deal with clients in a courteous and efficient manner are salient features of this position.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.
- Promote the principles of the Code of Conduct.
- Enforce compliance with UN Staff Rules and Regulations and UNHCR¿s Human Resources policies, and ensure all supervisees are well-informed of, and understand, the subject policies and practices.
- Liaise with Headquarters, in particular with other DHR units/sections in order to stay abreast of all developments and issues relating to priorities of the Organization and evolving issues in the area of Personnel Administration.
- Provide advice on the interpretation and application of the UN Staff Rules and Regulations and administrative procedures on Personnel/Human Resources issues, with special regard to ensuring that newly issued policies/instructions are understood by HR staff and systematically applied, thereby facilitating the delivery of up-to-date, consistent and timely service.
- Provide support to the Chief of Section / Heads of Personnel Administration Unit and other Personnel Administration Officers in developing simplified HR processes and procedures that are staff friendly and efficient.
- Contribute to the revision of UNHCR policies by providing relevant inputs drawn from concrete experiences in handling HR matters.
- Manage and directly supervise the process of recruitment, deployment, contract extensions and separation of locally recruited staff at Headquarters Geneva and internationally recruited staff in their assigned area of responsibility, in accordance with UNHCR rules and procedures. Supervise administration of UN inter-organizational staff exchanges.
- Review and clear requests for exceptions and any other matters requiring approval at a higher level of authority.
- Grant and approve staff benefits and entitlements as per the delegation of authority.
- Promote capacity building of staff and ensure that his/her team continuously develop their skills and knowledge in order to meet the standard required competencies to perform their given functions.
- Assess and manage the staffing needs of the sub unit, ensuring that the sub unit is adequately staffed and that the workload is properly distributed.
- Responsible for providing a healthy, safe and respectful working environment for UNHCR¿s workforce under his/her supervision.
- Initiate and oversee compliance with the performance appraisal and management system.
- Perform other related duties as required.
Education & Professional Work Experience
Years of Experience / Degree Level
For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree
Field(s) of Education
Human Resources Management / Administration; Law;
or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
*HR Certification and/or training in line with the prevailing HR policies
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Previous work experience relevant to the function in an office that administered/managed a large number of staff, preferably within the UN.
Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an International organization.
Exposure to UN/UNHCR field operations.
Completion of specific UN/UNHCR training/learning programmes/modules in the area of management, HR and Admin/Finance.
*HR-Administer/manage a large number of staff, preferably within the UN
*EX-Field experience with UNHCR and/or with other humanitarian organizations
*UN-UN/UNHCR Human Resources Rules, Regulations, Policies and Procedures
HR-Human Resources Management
HR-Interviewing skills (Employees)
(Functional Skills marked with an asterisk* are essential)
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
X001L3 - Analytical Thinking Level 3
X005L3 - Planning and Organizing Level 3
X009L3 - Change Capability and Adaptability Level 3
Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
Please note that the closing date for vacancies in this addendum 4 to the September 2019 Compendium is Thursday 13 February 2020 (midnight Geneva time)