HR Senior Officer (HR/Admin)

Summary of Key Functions 

1. Support to policy development and implementation
2. Advisory Services
3. Talent Administration and Office Administrative Services
4. Team Management
5. Knowledge Building and Knowledge Sharing

• Contribute to HR / Admin policy development and corporate HR / Admin initiatives by assisting to generate and maintain data on trends, risks and opportunities and sharing local HR / Admin best practices.
• Undertake projects in support of the HR / Admin initiatives for attainment of business objectives in line with the corporate HR / Admin strategy. 
• Generate operational workforce data for planning, including related statistical summaries and movements of UNOPS personnel within the relevant business unit/s.
• Ensure appropriate mapping of HR and administration business processes to enable efficient and effective services and workflows. Develop, implement and update HR/Admin related working instructions, templates and tools.
• Communicate HR / Admin policy changes and new HR / Admin initiatives to management and personnel, providing guidance as needed.

• Provide guidance on HR related systems and processes, including but not limited to, Recruitment, Contracts, Position Management, Benefits and Entitlements consistent with UNOPS rules and procedures.
• Provide advice to personnel on HR services such as the performance appraisal process, learning & development activities, contracts, benefits, entitlements and remuneration and career development.
• In collaboration with IPAS HR and IHRO, assist to provide guidance as needed on sensitive matters including grievances, potential violations in code of conduct, harassment, abuse, workplace disputes, performance improvement plans, complex employee relations matters, etc.
• Encourage line management responsibility for the implementation of HR policies and effective team management, providing guidance and coaching as needed. Foster the relationship between supervisors and personnel encouraging dialogue and two-way constructive feedback.
• Collaborate with leadership to support institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.
• Provide administrative advice and support to programme staff and contractors  including but not limited preparation of documents, coordination of staff related emergencies.
• Inform and advise personnel, consultants, partners on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.

• Provide support in Implementing  talent acquisition activities in line with UNOPS policies and processes covering Recruitment, Onboarding, Position Management, Job Classification, Performance Management, Learning and Development, Change Management, Salary and Benefit administration, Contract Administration, Succession Planning and Out-processing.
• In collaboration with IHRO, oversee accurate administration of entitlements, payroll, payments for all personnel and the efficient administration of contractual modalities, loans, exchanges, and secondments in the region. Oversee the provision of personnel reporting within the office, manage and update HR and admin tracking sheets,  ensuring that systems and data are updated and in place.
• Lead recruitment processes ensuring best practices are used for effective and efficient talent acquisition in line with UNOPS policy.  Utilize and maintain recruitment plans, tools and policy guidance to efficiently and effectively recruit and retain a diverse workforce to meet the needs of the business objectives. Maintain personnel rosters.
• Provide support in realignment exercises, including job fairs, to ensure timely. competency elaboration, sourcing, selection, placement of required talent and transitions as well as due process.
• Overall management of personnel records including attendance sheets, personnel files, leave records, according to local and corporate record retention guidelines.
• Prepare quarterly travel plans for all personnel.
• Responsible for overseeing travel management activities for programme staff and visitors.
• Provide oversight of all Protocol issues and maintain a database of all protocol related importation and exportation of equipment to ensure conformity to national regulations.
• Provide inputs during budget development on personnel and admin costs.
• Evaluate and monitor timeliness and quality of administrative tasks e.g. processing of payments, visa renewals, end-of-year closures.
• Drafting of correspondence and internal procedural directives relating to administrative matters.
• Administrative support to key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.
• Provide support in Implementation of organizational changes and realignment exercises affecting personnel in UNOPS in accordance with UNOPS policy, ensuring personnel actions are taken in an efficient manner.
• Partner with business units & in collaboration with the IHRO develop annual training plans identify Learning and Development opportunities for the programme available locally. Manage and maintain up-to-date training records of all personnel and ensure compliance in completion of mandatory training.

• Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.
• Lead and provide guidance to local HR/Admin  personnel and facilitate ongoing capacity building, develop section work plans, monitor daily administration activities and identify risk areas.

• Organize, facilitate and/or deliver training and learning initiatives for personnel on HR  and admin related topics.
• Contribute to HR / Admin knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in human resources and administration management.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
• Maintain HR and administrative analytic parameters and data.
• Briefing personnel on issues related to the area of work.