Управління Верховного комісара ООН з прав людини шукає Human Resources (HR) і Administrative (Admin) Associate.

Background
Under the guidance and supervision of Programme Management Officer, HR & Admin Associate ensures execution of transparent and efficient HR services at UN Human Rights Monitoring Mission in Ukraine (HRMMU), and provides support to office operations performing a variety of standard administrative processes (including UMOJA actions), ensuring high quality and accuracy of work. The HR & Admin Associate promotes a collaborative, client-oriented approach and supports to the maintenance of high staff morale, ensuring quality results.

HR & Admin Associate can supervise clerical and support staff of the Programme and Administration Support Unit (PASU) on issues related to her/his portfolio. The HR & Admin Associate works in close collaboration with the administrative, programme and core substance staff at HRMMU, OHCHR HQ, and other UN Agencies as necessary to resolve complex HR-related issues, exchange information, and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Administration and implementation of HR strategies and policies;
• Provision of HR services, including through UMOJA;
• Support to administrative and logistical services;
• Support to office maintenance and assets management;
• Support to knowledge building and knowledge sharing.

Ensures administration and implementation of HR strategies and policies focusing on achievement of the following results:

• Full compliance of records and reports with UN rules, regulations, OHCHR and UNDP policies, procedures and strategies; effective implementation of the internal control framework;
• Mapping of HRMMU’s HR business processes, and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with direct supervisor and office management, control of workloads of the supervised staff;
• Provision of information to the management and staff on strategies, rules and regulations.

Provides HR services, including through UMOJA focusing on achievement of the following results:

• Implementation of recruitment processes, including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, long-listing, organizing interview and selection processes; undertaking reference checks; compiles and prepares necessary documents for recruitment;
• Execution of required personnel actions in UMOJA for assigned staff members, update of information, performing assigned travel management and control actions in UMOJA. Monitoring and advising on contract actions. Timely follow up with Procurement and Finance Officer on payroll issues;
• Advising, inputting and tracking as necessary of actions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations;
• Maintenance of the CO staffing table;
• Preparation of submissions on appointments and promotion;
• Provision of information on benefits/entitlements to the International Staff and Experts;
• Monitoring and advising on performance appraisal process in HRMMU;
• Maintenance of the rosters including e-rosters.

Ensures proper support to administrative and logistical services focusing on achievement of the following results:

• Assist newly recruited staff upon arrival and conducts introductory training, briefs on UN rules and procedures as well as security arrangements;
• Maintain and regularly updates the personnel filing system; maintain attendance records for HRMMU;
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents and processing relevant actions in UMOJA as necessary;
• Administrative support to conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
• Serve as a backup to Procurement and Finance Officer in organization of shipments, customs clearance arrangements, preparation of documents for HRMMU shipments (received/sent), preparation of all necessary documentation, implementation of follow-up actions;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Assistance in the preparation of budget, provision of information for audit;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
• Maintenance of the filing system ensuring safekeeping of confidential materials.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports, jointly with Procurement and Finance Officer;
• Maintenance of files and records relevant to office maintenance;
• Provision of support to maintenance of common premises and common services;
• Other duties as required.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for core staff on HR issues;
• Synthesis of lessons learnt and best practices in HR for HRMMU and OHCHR HQ use;
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall execution of the HRMMU’s HR and administrative services and success in implementation of HR strategies and policies. Accurate analysis and presentation of portfolio-related financial and UMOJA information, as well as client-oriented, friendly approach ensures proper HR services at HRMMU.

Competencies

Functional Competencies:

• Building Strategic Partnerships. Level 1.1: Maintaining information and databases. Analyzes general information and selects materials in support of partnership building initiatives;
• Promoting Organizational Learning and Knowledge Sharing. Level 1.1: Basic research and analysis. Researches best practices and poses new, more effective ways of doing things. Documents innovative strategies and new approaches;
• Job Knowledge/Technical Expertise. Level 1.1: Fundamental knowledge of processes, methods and procedures. Understands the main processes and methods of work regarding to the position. Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks. Strives to keep job knowledge up-to-date through self-directed study and other means of learning. Demonstrates good knowledge of information technology and applies it in work assignments, especially on tasks related to UMOJA actions;
• Promoting Organizational Change and Development. Level 1.1: Presentation of information on best practices in organizational change. Documents ‘best practices’ in organizational change and development within and outside HRMMU. Demonstrates ability to identify problems and proposes solutions;
• Design and Implementation of Management Systems. Level 1.1: Data gathering and implementation of management systems. Uses information/databases/UMOJA/other management systems;
• Client Orientation. Level 1.1: Maintains effective client relationships. Reports to internal and external clients in a timely and appropriate fashion. Organizes and prioritizes work schedule to meet client needs and deadlines. Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.Responds to client needs promptly;
• Promoting Accountability and Results-Based Management. Level 1.1: Gathering and disseminating information. Gathers and disseminates information on best practice in accountability and results-based management systems. Prepares timely inputs to reports. Maintains databases.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others.Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience

Education:

• Secondary Education. Specialized certification in HR and/or administration, especially in UMOJA is desirable, but it is not a requirement.

Experience:

• 6 years of progressively responsible experience in HR, administration, programme support, or related field. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems, such as UMOJA.

Language Requirements:

• Fluency in English, Ukrainian and Russian is required.

APPLICATION INSTRUCTION:

If you wish to apply for this or other positions, please visit UNDP website, section jobs and apply only:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=19168&hrs_jo_pst_seq=1&hrs_site_id=2 

DEADLINE FOR APPLICATIONS IS 09 November 2018.