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HR Senior Assistant

Bamako (Mali)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Bamako (Mali)
  • Grade: LICA-5, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2022-01-31

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Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners.  It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients.  The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

Background Information - Job-specific

Background Information - Mali Programme

Mali is facing a problem of weapons and explosive hazard contamination as a result of protracted and recent armed conflicts. The presence of explosive remnants of war (ERW), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (obsolete, abandoned or neglected), poses a serious threat to civilians as well as to United Nations and humanitarian personnel operating in the country.

UNMAS deployed to Mali in January 2013 to conduct an emergency assessment of the situation with regard to explosive threats. In July 2013, the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council resolution 2100 and is currently operating under Security Council Resolution 2584 (2021). In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS PSC to implement a mine action programme in Mali to:

● Improve the protection of civilians and facilitate humanitarian assistance;

● Enhance national capacity to mitigate explosive threats and enable compliance with international treaty obligations;

● Reduce the explosive threat to MINUSMA and United Nations personnel.


Functional Responsibilities

Under the direct supervision of HR Officer and the overall direction of the Head of Support Services, the HR Senior Assistant is responsible for providing technical  and administrative support to the timely processing, recording, completion, monitoring, and maintaining of transactions and processes covering the  array of Human Resources Management service lines in accordance with UNOPS’ HR rules, regulations and policies for optimal employee and talent management.  S/he may serve as the first contact for internal and external clients in resolving questions on routine and standard processes and procedures and provision of guidance and information related to HR initiatives and services to a wide range of UNOPS clients.
1. Support to policy development and implementation
  • Contribute to HR policy development and corporate HR initiatives by assisting to collect data on trends, risks and opportunities and sharing local HR best practices.
  • Assist with projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy. 
2. Advisory Services
  • Provide advice and guidance to personnel on administrative procedures, processes and practices for delivery of HR services.
  • Act as liaison between unit and internal and external clients and provides proactive customer service to expedite completion of projects, and provide information.
  • As an interlocutor of HR, ensure that new hires first impressions are positive and that they have all in-processing information completed.
  • Advise hiring management and guide personnel on routine elements of UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans.

3. Talent Acquisition and Administration
  • Support the completion of recruitment processes including offers and rejections, and updating recruitment on-line information system in line with UNOPS policy. 
  • Undertakes reference checking, elements of  longlisting, and organization of testing and interviews; fee calculation, minutes of general-service recruitments,
  • Finalizes selection and other process approvals.
  • Inform and advise UNOPS personnel, consultants, partners and project personnel on routine aspects and elements of their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
  • Research precedents and present recommendations to supervisor, taking into account institutionalized exceptions. Undertake research on a range of HR related issues and assist in the preparation of notes/reports.
  • Maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines.
  • Answer questions and follow-up with personnel and management to ensure completion of absences requests, performance management cycle, and other HR processes etc. in electronic information systems.
  • Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.
  • Set up and maintain reference files/records.
  • Follow up or process payroll verification.
  • Monitor status of HR actions to facilitate timely action by supervisor and line management, including on transactions initiated, expiring appointments/contracts, and pending separation actions.
  • Manage record maintenance; including personnel file systems as well as provision of related statistical summaries and tracking movements of UNOPS personnel within the relevant business unit/s.
  • Act as the focal point for leave management and advise colleagues with queries on leave management. (R&R, annual leaves, sick leaves, hardship leaves etc.)
  • Any other task assigned by the HR Officer

4. Knowledge building and knowledge sharing
  • Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR-related topics.
  • Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.



FEMALE CANDIDATES ARE ENCOURAGED TO APPLY 


Education/Experience/Language requirements

a. Education:

  • First Level University Degree (Bachelor’s Degree or equivalent) with minimum 1 year of relevant experience is required; OR
  • Completion of Secondary School/High School with minimum of 5 years of relevant experience is required

b. Work Experience:

  • Relevant experience is defined as experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services.
  • Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

c.     Language

  • Fluent in English (read, write and speak) is required

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.

Contract type, level and duration

Contract type: Local Individual Contractual Agreement Contract level: LICA 5 (ICS 5)
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

  • Qualified female candidates are strongly encouraged to apply.
  • 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.
  • 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
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • 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.

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.


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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