Human Resources/Administrative Assistant

Background Information - Sustainable Development Cluster

Based in New York, the Sustainable Development Cluster (SDC) supports diverse partners with their peacebuilding, humanitarian and development operations.

The SDC’s services include grants management, development and special initiatives support, and technology support to the UN and UN agencies.

The SDC is part of the New York Service Cluster that supports the United Nations Secretariat, as well as a broadening community of other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

Summary of Key Functions:

• Implementation of HR strategies and procedures
• Recruitment processes
• Administration of contracts benefits and entitlements
• Personnel development and training
• Knowledge building and knowledge sharing

Ensures implementation of HR strategies and procedures, focusing on achievement of the following results:

• Full compliance of HR processes and records with UNOPS rules and regulations, policies and strategies.
• Input to the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.

Implements UNOPS recruitment processes, focusing on achievement of the following results:

• Assistance to the supervisor for the development and implementation of a human resources management system in relation to planning, administering and monitoring of all matters related to human resources management concerning national and international personnel and other personnel;
• Assistance with outreach and sourcing of qualified candidates
• Assistance in undertaking recruitment process for international and local Consultants for the clusters/projects, including organization of interviews, reference checks and interview minute taking;
• Review of incoming requests and all relevant documentation relating to recruitment, contract extensions, transfers, exchange or loan, and separation of personnel, initiating required personnel actions in respect thereof;
• Use of tracking tools to monitor recruitment status and other indicators for management and recruitment purposes;
• Monitoring and tracking of status of requests, initiating follow-up action to ensure selection review submission is timely accurate and contains complete documentation;
• Review of consultants’ qualifications and experience and Terms of Reference to determine daily remuneration to be paid in accordance with the established fee schedule;
• Briefing and guidance to clients and partners on the application and interpretation of recruitment policies and procedures;
• Maintenance of personnel records
• Oral and written response to personnel inquiries regarding their conditions of service; drafting of correspondence in relation to the inquiries for signature by designated Officer;
• Update and management of the staffing tables and provision of statistical summaries related to them, including arranging and keeping track of movements of UNOPS Projects personnel; and
• Response to human resources queries from personnel in the region and elsewhere in the Programme and to requests for information on employment and recruitment status.

Ensures efficient administration of contracts, benefits and entitlements, focusing on achievement of the following results:

• Monitoring and tracking of transactions to ensure timely, consistent and equitable provision of services with a client focus;
• Assistance in the research of precedents and analysis of merits of specific requests and presentation of recommendations/solutions to supervisor;
• Drafting of letters of offer and separation outlining the conditions of the appointments/transfer/separations for the approval of the supervisor. Briefing to personnel on the conditions of service related to contracts and/or appointments/transfers;
• Collection, verification and follow-up on required documentation related to allowances, appointments and contracts; Maintenance of a personnel monitoring system to ensure timely retrieval of information as required.
• Processing of Visa applications, Grounds pass and LP applications with the United Nations and establishment of tracking system;
• Extraction and input of data from various sources in the human resource database; and
• Review of supporting documentation for processing various HR actions.

Provides support to personnel development and training, focusing on achievement of the following results:

• Assistance in planning, organizing and making logistical arrangements for workshops and other training activities.
• Coordination of the collection of feedback on learning events and presentation of results for review purposes.
• Raise requisition/Purchase orders
• Coordinate/organize travel arrangements
• Provide other administrative support on project administration as required by the Sustainable Development Cluster

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

• Participation in the trainings for the operations/ projects personnel on HR.

Education:

Secondary school diploma required. Additional training in office administration, and/or human resources is an asset.  

Experience:

• Minimum 5 years of progressive experience is required in general administration and/or supporting a human resources management area.
• Ability to produce various types of reports such as financial/budget report, project progress status report, etc is an asset.

Language:

Fluency in English is required; Fluency in another official UN languages will be considered as an asset.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.