HR Senior Assistant

Juba

Organization: UNOPS - United Nations Office for Project Services
Location: Juba
Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
Occupational Groups:
- Human Resources
- Administrative support
Closing Date: Closed

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

United Nations Mine Action Service (UNMAS) South Sudan

The Mine Action Office in South Sudan is based in Juba and it supports the United Nations Mission in South Sudan (UNMISS) as well as the National Mine Action Authority (NMAA) in coordinating Mine Action activities in South Sudan.

The program has been coordinating and providing Quality Assurance (QA) of all humanitarian mine action activities throughout South Sudan since 2004. UNMAS South Sudan’s’ current operations focus on hazardous area surveys, landmine and ERW clearance and destruction, route verification and clearance, Explosive Ordnance Risk Education for UN personnel, humanitarian partners and vulnerable groups, and data management.

Functional Responsibilities

Under the direct supervision of the National HR Officer and the overall direction of the Support Services Officer as well as the technical guidance of International HR Officer, 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 an 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.

Functions / Key Results Expected:

Support to policy development and implementation
Advisory Services
Talent Acquisition and Administration
Knowledge Building and Knowledge Sharing

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 programme 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 programme and internal and external counterparts 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, outreach, 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.
Inform and advise UNOPS personnel, contractors, partners and programme 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 PSC/UNOPS sections to exchange information and follow up on pending issues.
Support administration of travel requests, payroll verification & payments.
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.
Perform other duties as assigned.

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.

Impact of Results

The effective and successful achievement of results by the HR Senior Assistant directly impacts the compliant execution of HR processes in the respective unit and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.

Education/Experience/Language requirements

Education:

A First Level University Degree (Bachelor’s degree or equivalent) with a minimum of 1 year of relevant experience OR
Secondary education (High School equivalent) with a minimum of 5 years of relevant experience is required.

Experience:

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

Language Requirements:

Fluency in English (writing, reading & speaking) 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 Contract (LICA)
Contract level: LICA 5 (ICS5)
Contract duration: Ongoing ICA – 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 Information

This position is only open to South Sudanese Nationals.
Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.