H (no hardship)
Family
Family
Residential location (if applicable)
GS7
Staff Member / Affiliate Type
General Service
Reason
Regular > Regular Assignment
No
2023-04-17
March 28, 2023
Senior Personnel Administration Associate
Organizational Setting and Work Relationships
The Senior Personnel Administration Associate is a member of the Personnel Administration Section (PAS), within HR Staff Services in Budapest. The incumbent will be under the direct supervision of the Personnel Administration Officer (PAO). The incumbent works independently on regular assignments with an oversight from the supervisor who provides general guidance and work plans for identifying work priorities and appropriate approaches. The incumbent supervises a team of PAAs in the sub-unit. S/he will be working in a working environment in which various personnel administration issues will be discussed and actions initiated. 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.
Duties
- Ensure adherence to rules & regulations and standard operational procedures as per established policies.
- Interpret and apply the UN Staff Rules and Regulations to ensure uniform and consistent application of administrative rules and procedures on concerned UNHCR staff.
- Provide clarifications to supervisees on staff members¿ eligibility for benefits and entitlements within their respective conditions of employment, and liaise with staff members on the same as required.
- Conduct regular audit and verification of various staff personnel data entries by supervisees and other auditees in the MSRP Human Resources database, and take appropriate action when required.
- Maintain effective and cordial working relationship with UNHCR staff members and other counterparts within the Organization as well as outside in order to ensure expedition of required action(s) observing discretion, due confidentiality and courtesy in all his/her dealings with staff members and the counterparts.
- Advise supervisees on the control and management of personnel records, and monitor personnel related correspondence between the UNHCR Offices and PAS with a view to ensure accurate and timely responses are given at all the time.
- Stay abreast of policy developments and application of administrative procedures on Personnel/Human Resources issues so that appropriate responses can be given to various queries by supervisees and staff members.
- Coach and guide newly recruited staff on various administrative and financial processes of the PAS and its standard operational procedures; similarly train and guide supervisees on application of rules and procedures as per established policies.
- Clear payments/disbursements/statutory claims that are due to UNHCR staff members and other clients as per established UNHCR admin/finance rules and other official issuances.
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G7 - 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
not applicable
Certificates and/or Licenses
Human Resources Management;
Personnel Administration;
Relevant Job Experience
Essential
not specialised
Desirable
not specialised
Functional Skills
IT-ERP (Enterprise Resource Planning) Functional Knowledge;
UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
UN-UN/UNHCR Human Resources Rules, Regulations, Policies and Procedures;
HR-Administer/manage a large number of staff, preferably within the UN
(Functional Skills marked with an asterisk* are essential)
Language Requirements
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.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
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.
Desired Candidate Profile
The incumbent of the position, while possessing sound knowledge of human resources management, including policies related to personnel administration as well as the UN staff rules and regulations, should be highly motivated in keeping up to-date with the changes in policies and procedures, and support the Personnel Admin Officer in adjusting periodically internal processes to ensure that efficiency of the Section is not critically affected by high turnover of staff or workload peaks. In addition, incumbent is expected to be flexible in undertaking missions to the field, deliver training, and maintain a close collaboration with the HR staff in the field.
Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.
Benefits:
Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).
Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).
Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.
Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
The position is advertised in replacement capacity.
Required languages (expected Overall ability is at least B2 level):
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position: The Senior Personnel Administration Assistant will function under the direct supervision of the Personnel Administration Officer responsible for the Country Support Team in the Personnel Administration Section (PAS). The incumbent of the position will be responsible for the overall management of a team, supervising, on average, five staff members at G-6 and G-5 levels, who are responsible for the administration of international staff in their respective regions, including engagement in training and supporting the HR staff in the field, providing guidance on various personnel administration issues. The incumbent will also maintain close cooperation with the other units in PAS including the Recruitment/Separation team, Training and Compliance team as well as the Global Payroll Section.
Living and Working Conditions:
Additional Qualifications
Skills
HR-Local mass recruitment, IT-ERP (Enterprise Resource Planning) Functional Knowledge, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Certifications
Human Resources Management - Other, Technical School Certificate - Other
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Policy research & development, Teamwork & collaboration
https://icsc.un.org/Home/SalaryScales
Compendium
Additional Information
Position is advertised in Replacement Capacity. There is no additional language requirement.
This position doesn't require a functional clearance
