Under the overall
guidance of the Head of Support Services and direct supervisio...
Under the overall
guidance of the Head of Support Services and direct supervision of the Human Resources
(HR) Specialist, the HR & Administration Analyst supports in ensuring
effective delivery of HR services in the office, ensuring high quality,
accuracy and consistency of work. He/she interprets and applies HR policies,
rules and regulations, implements internal procedures and provides solutions to
a wide spectrum of complex HR issues. The HR & Administration Analyst
promotes a collaborative, client-oriented approach consistent with UNOPS rules
and regulations and contributes to the maintenance of high staff morale.
The HR & Administration
Analyst works in close collaboration with the HR Specialist, Programme,
Operations and Project Teams in ensuring effective HR Management. He/she is
also involved in the day-to-day administration and personnel management to
support the Programme as per the following:
Functional
Responsibilities
Summary of Key
Functions
The incumbent will be
responsible for the following activities:
- Support policy development and implementation
- Advisory Services
- Talent Acquisition and Administration
- Team Management
- Knowledge Building and Knowledge Sharing
- Administration of personnel files, payments and the
travel arrangements
1. Support
policy development and implementation
- Contribute to HR policy development and corporate HR
initiatives by assisting to generate and maintaining data on trends, risks
and opportunities and sharing local HR best practices;
- Undertake projects in support of the HR initiatives for
attainment of business objectives in line with the corporate HR strategy;
- Generate strategic and operational workforce data for
planning, including related statistical summaries and movements of UNOPS
personnel within the relevant business unit/s;
- Ensure appropriate mapping of HR business processes to
enable efficient and effective services and workflows;
- Communicate HR policy changes and new HR initiatives to
management and personnel, providing guidance as needed.
2. Advisory
Services
- Provide guidance on HR related systems and processes,
including but not limited to, Recruitment, Contracts, Benefits and
Entitlements consistent with UNOPS rules and procedures;
- Provide advice to personnel on HR services such as the
performance appraisal process, learning & development activities,
contracts, benefits, entitlements and remuneration and career development;
- In collaboration with Integrated Practice Advice and
Support (IPAS) HR, assist to provide guidance as needed on sensitive
matters including grievances, potential violations in code of conduct,
harassment, abuse, workplace disputes, performance improvement plans,
complex employee relations matters, etc.
- Encourage line management responsibility for
implementation of HR policies and effective team management, providing
guidance and coaching as needed. Foster the relationship between
supervisors and personnel encouraging dialogue and two-way constructive
feedback;
- Collaborate with leadership to support institutional
gender and diversity initiatives, providing education and advice on issues
related to equity, compliance, inclusion, and diversity.
3. Talent
Acquisition and Administration
- Implement talent acquisition activities in line with
UNOPS policies and processes covering Recruitment, Onboarding, Performance
Management, Learning and Development, Change Management, Job
Classification, Salary and Benefit administration, Contract
Administration, Succession Planning and Out-processing;
- In collaboration with IPAS HR, oversee administration
of entitlements for all personnel and the efficient administration of
contractual modalities, loans, exchanges, and secondments in the region.
Inform and advise UNOPS and project personnel, consultants, partners on
their conditions of service and entitlements according to their contract
modality, expediting actions to facilitate their efficient, timely, and
client-focused onboarding;
- Oversee the provision of personnel reporting within the
office, ensuring that systems and data are updated and in place;
- Lead recruitment processes ensuring best practices are
used for effective and efficient talent acquisition in line with UNOPS
policy. Utilize and maintain recruitment plans, tools and policy
guidance to efficiently and effectively recruit and retain a diverse
workforce to meet the needs of the business objectives. Maintain personnel
rosters;
- Provide support in realignment exercises, including job
fairs, to ensure timely competency elaboration, sourcing, selection,
placement of required talent and transitions as well as due process;
- In collaboration with Head Quarters (HQ), identify key
talent areas and provide coherent, well-developed plans for obtaining,
developing, and managing critical talent. Develop, utilize and recruitment
plans, tools and policy guidance to efficiently and effectively recruit
and retain a diverse workforce to meet the needs of the business
objectives;
- Liaise with UNOPS’ HR related units such as Shared
Service Center (SSC) on all personnel administration matters;
- Implement organizational changes and realignment
exercises affecting personnel in UNOPS in accordance with UNOPS policy,
ensuring personnel actions are taken in an efficient manner;
- Partner with business units to take a lead role in
engagement and work enrichment initiatives and development of annual
training plans in collaboration with People and Change Group (PCG)
4. Team
Management
- Facilitate the engagement and provision of high quality
results and services of the team supervised through effective work
planning, performance management, coaching, and promotion of learning and
development;
- Provide oversight, ensuring compliance by team members
with existing policies and best practices.
5. Knowledge
building and Knowledge sharing
- Organize, facilitate and/or deliver training and learning
initiatives for personnel on HR-related topics;
- Contribute to HR knowledge networks and communities of
practice by providing collaborative synthesis of lessons learnt and
dissemination of best practices in human resources management;
- Collect feedback, ideas, and internal knowledge about
processes and best practices and utilize productively;
- Maintain HR analytic parameters and data.
6. Administration
of personnel files, payments and the travel arrangements:
- Provide support to travel and visa arrangements for
incoming personnel, training and official mission and conduct timely
induction/orientation briefings on a regular basis;
- Participate in negotiation with government for
facilitation of visa arrangement for in-coming and out-going personnel;
- Ensure timely administration of payments and related
transactions of allowable expenditures (payroll, none-payroll-payments,
travel advance, Daily Subsistence Allowance (DSA) and other
reimbursements, among others);
- Oversee all payment related to Admin and HR section to
the various stakeholders either staff or external service providers;
- Support in the supervision of the Admin/HR team; plan,
organize and consistently provide capacity building to the team;
- Ensure that all records related to recruitment,
contracts, payments, insurance details and other mandatory certificates
are complete, accurate and up-to-date.