Snr Personnel Admin Assoc

H (no hardship)

FamilyFamily

GS7

General Service

Reason

Regular > Regular Assignment

No

2023-04-01

April 4, 2023Senior 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.

Please refer to the Job Description and the Operational Context.

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).

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

The Senior Personnel Administration Associate will serve under the direct supervision of the Associate Personnel Administration Officer responsible for the Training and Compliance Team in the Personnel Administration Section (PAS). 
S/he will assist the Associate Personnel Admin Officer in coordinating internal training activities, including those related to the ERP, targeting the staff of the Section as well as developing PAS-related content for the micro-learnings in Workday. 
The incumbent of the position will assist the Associate Personnel Admin Officer in the overall management of a team, supervising, on average, one or two staff members at G-6/G-5 levels, who are responsible for the preparation, distribution and follow-up on regular and ad-hoc Workday reports, undertaking reviews and corrections of specific data in the ERP system, as well as provision of reports to third parties (e.g. ICSC) and focusing on special projects as and when those occur. 
S/he will also have responsibility for assisting the coordination of oversight assignments, internal monitoring and compliance. S/he will participate in assignments related to the internal and external audit of the Personnel Administration Section. 
The work of the Senior Personnel Administration Associate will involve interaction with other units in HRSS (including the Onboarding & Offboarding and Country Support Teams in PAS and the Global Payroll Section) as well as with Admin/HR/Finance staff of the country operations. 
The incumbent of the position should possess sound knowledge of the policies and regulations related to personnel administration in the UN and UNHCR and s/he should strive to be up to-date with the changes in policies and procedure. Attention to details, strong logical analytical thinking and affinity for problem-solving are crucial skills for the performance of these functions.

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

This position is advertised in replacement capacity. There is no additional language requirement for this position and no written test will be administered to the eligible candidates.

This position doesn't require a functional clearance