Assistant Human Resources Officer

A (least hardship)

FamilyFamily

NOA

National Professional Officer

Reason

Regular > Regular Assignment

No

2023-06-01

May 19, 2023Assistant Human Resources Officer Organizational Setting and Work Relationships Assistant Human Resources Officer will function under direct supervision of the (Senior) Administrative or Human Resources Officer. Incumbent will handle HR related activities within the country/ operation, and he/she may directly supervise, coach and guide locally recruited staff responsible for the personnel administration and other HR related matters. He/she will assist the (Senior) Officer responsible for Administration/ Human Resources in the process of staffing and budget reviews, recruitment and appointment of staff, and in the performance management and staff welfare issues. Incumbent will have close working relationship with the staff-related services in UNHCR, such as the Personnel Administration Section (PAS), Affiliate Partnerships and Recruitment Section (APRS). Assignments Management Section (AMS), Talent Development and Performance Section (TDPS), Staff Health & Wellbeing Service (SHWS) and Global Learning and Development Centre (GLDC). 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 - Provide input in the preparation of the annual operations programme review submissions, and in the review of the training needs of the staff, making appropriate proposals to meet identified needs. - Advise and counsel staff members on their rights, obligations, benefits and entitlements in line with UN/UNHCR staff rules and regulations. - Assist in timely advertising and filling of General Service and National Officer vacancies. Prepare submissions for the review by the local Assignments Committee (AC). Process recruitment, assignment and reassignment of local staff for the country operation, in accordance with UN/UNHCR rules and procedures. - Conduct regular audit and verification of personnel records in the office, including audit of MSRP entries into HR module, as well as of the attendance, overtime and leave records. Monitor maintenance of the daily tracking system to ensure accurate information is provided on staff and families in case of emergency. Provide support, guidance and training to all staff performing personnel administration and other HR related functions. - Brief newly-arrived international staff on related administrative formalities; process and follow up on their accreditations and other related documents, and arrange for their onward travel to the field office, if applicable. - Supervise administration of UNHCR medical insurance plan for locally recruited staff. Assist staff and dependants in case of medical evacuation. - Assist in HR related activities of the security evacuation plan, ensuring relocations/evacuations are managed and administered in line with the provisions of the UN Security Management System Policy. - Maintain liaison with the support sections and divisions at headquarters, specifically with DHRM, on matters related to the recruitment and personnel administration support, medical and other issues of staff welfare and safety. - Enforce local compliance with the UN/UNHCR staff rules and regulations, as well as with the performance management system. - Clear issuance and extension of contracts for locally recruited staff. - Clear payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree Field(s) of Education Human Resources Management; Law; Administration; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Not specified. Relevant Job Experience Essential Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization. Desirable Knowledge of UN/UNHCR field operational realities, especially in hardship duty stations. Field experience with UNHCR and/or with other humanitarian organizations is an asset. High IT affinity and working experience of PeopleSoft/MSRP HR module, as well as with MSRP Financials and Focus. Functional Skills UN-UN/UNHCR Administrative Rules, Regulations and Procedures HR-PeopleSoft Human Capital Management FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other) PG-Resource planning FO-Operational activities in hardship duty stations (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.

- Experience in team management and coaching
- Experience in UNHCR policies and processes , able to adapt internal SOP’s to policies
- Excellent interpersonal skills
- Good judgement and decision making skills 

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Operational context

Occupational Safety and Health Considerations:

The general security situation in Ankara remains calm and stable, with security level assessed as 1 (Minimal) in line with the general threat assessment. There have been no serious security incidents recorded in Ankara since 2016. The Turkish security forces are trained, well-resourced and effective. Although thefts and burglaries have been reported in Ankara from time to time, the crime rate is assessed as low and Residential Security Measures (RSMs) do not apply in Ankara. The UN is not considered as a direct target, although the situation can change rapidly due to regional and/or international developments. Civil unrest and protest demonstrations occur in parts of Ankara, against different socio-political and socio-economic issues and likely to continue in the foreseeable future. Hazard incidents including road traffic crashes, extreme weather conditions, and occasional stray dog bites remain a concern for the safety of staff. UNHCR security management is guided by the UN Common Security Management System and security advisories are shared with staff as and when required.

Nature of Position:

The Assistant HR Officer holds a critical position within the HR unit and has various responsibilities and duties. Here is a summary of the key tasks and expectations for this position:

Reporting and Supervision:

• Reports directly to the Senior HR Officer.

• Expected to supervise and provide guidance to junior staff members within the HR unit.

• Oversees the work of the junior team members, ensuring accurate and timely completion of tasks.

Administrative Support:

• Serves as the Secretary for the AC (Appointments Committee) and assists with coordinating meetings, preparing agendas, and documenting minutes.

• Reviews and manages submissions related to HR processes, such as recruitment, job postings, and staffing requirements.

• Maintains an overview of the MIP (Mission Implementation Plan) process, which involves tracking and managing the implementation of HR activities within the organization.

• Keeps the staffing table and organigramme (organizational chart) up to date, providing data for planning and reporting purposes.

Capacity and Process Development:

• Provides guidance and support to junior HR team members, fostering their professional growth and development.

• Works towards enhancing the capacity and skills of the HR unit by identifying training needs and suggesting process improvements.

• Ensures smooth operation of business processes by actively working within the Workday System, verifying data entries, and conducting audit checks.

Collaboration and Communication:

• Establishes and maintains contact with HR counterparts within the organization, seeking guidance and assistance as needed.

• Collaborates with other HR personnel for reporting purposes and stays updated on HR rules, regulations, and policy changes.

• Identifies gaps in HR procedures and proposes procedural solutions to improve workflow efficiency and accuracy.

In summary, the Assistant HR Officer is responsible for providing administrative support, supervising junior staff members, maintaining accurate records, contributing to process development, and staying informed about HR policies and regulations. The role requires effective communication, attention to detail, and the ability to handle multiple tasks simultaneously.

Living and Working Conditions:

UNHCR in Turkey operates through a branch office in Ankara with three field offices in Gaziantep, Istanbul and Van, as well as three field units in Izmir, Hatay and Sanliurfa. The total number of staff in the operation is 410 around 80-20% local-international staff ratio respectively, as well as around 7% of affiliated staff.

Climate in Ankara: Ankara has a continental climate with cold, snowy winters due to its elevation and inland location, and hot, dry summers. Rainfall occurs mostly during the spring and fall. Because of Ankara’s high altitude and its dry summers, nightly temperatures in the summer months are pleasantly cool. July and August tend to see the highest temperatures, exceeding 30°C / 86°F. Light cotton clothing is recommended for summer and light jackets may be needed for cool summer nights. For winter, warm clothes, coats and boots are recommended. Particularly the central areas of the big cities in Turkey are not very different from any other Western city. There is a good choice of hotels in Ankara and Istanbul but the choice is somewhat limited in many other parts of the country, except for summer resorts. The prices of hotels are subject to continuous changes due to domestic inflation and changes in the value of the Turkish Lira on foreign exchange markets. The usual practice for renting an apartment is to consult real-estate agents or advertisements in the local English language newspaper. Single houses with surrounding gardens are very scarce in Ankara. When available, they are generally more expensive than apartments. Therefore most international personnel live in apartments. New arrivals are usually able to find an apartment in about a month of arrival. The main cities have a number of hospitals where well trained specialists and surgeons in all branches of medicine can easily be found. Prescribed medicines are not always available in the hospital and may need to be purchased from a pharmacy. Private clinics are generally well equipped and offer services of an acceptable quality. There are also private hospitals of top international standards in Ankara and Istanbul. The number of this type of hospitals is increasing day by day. Laboratory tests are available both in these hospitals and in established private laboratories. There are only a few schools in Turkey that cater to foreign residents. These range from kindergarten through primary to high school level. Courses are in one or more foreign language although some subjects are taught in Turkish in some schools. The American, British, French, and Pakistan Embassies sponsor their own private schools in Ankara.

Additional Qualifications

Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), FO-Operational activities in hardship duty stations, HR-PeopleSoft Human Capital Management, PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

BA: Administration (Required), BA: Human Resources Management (Required), BA: Law (Required)

Certifications

Competencies

Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

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, successful reference checks, and integrity clearance.

The English version is considered original and authoritative, translation to other language(s) serve the purpose of advertisement of local positions where applicable but are not considered as official translations

PLEASE DO NOT USE TURKISH CHARACTERS IN YOUR NAME & SURNAME INFORMATION.

Staff members should serve for a minimum of one year following assignment before being considered eligible to apply for another position within the same category. This requirement is waived in respect of staff members whose position is being changed or whose assignment/appointment through the joint staff/management review body is in a replacement capacity.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Only short-listed candidates will be notified. The recruitment process might include written test and/or oral interview for this job opening. No late applications will be accepted.

Candidates should be primarily Turkish nationals. The minimum educational requirement for this position is a completed university degree.

For further information on how to apply, please visit the ‘UNHCR - Application and Selection’ page, at https://www.unhcr.org/how-to-apply.html.

This position doesn't require a functional clearance