Summary of Key Functions:
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Administration of UN staff contracts, benefits and entitlements
in full compliance with UN Staff Regulations and Rules and UNOPS’ own policies,
procedures and strategies
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Implementation of HR strategies and procedures
●
Facilitation of knowledge building and knowledge sharing
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Facilitation of maintenance/improvement of existing IT tools and
design of new tools related to staff administration
1. Ensures efficient
administration of contractual events, benefits and entitlements for UN staff,
focusing on achievement of the following results:
●
Active advice and support to other Staff Admin
Team members in terms of procedures and guidelines
●
Monitoring and tracking of
transactions and deadlines to ensure timely, consistent and equitable provision
of services with a client focus
●
Research of precedents and
analysis of merits of specific requests and presentation of recommendations/solutions
to supervisor
●
Drafting of various administrative
letters outlining the conditions of the appointment/contractual event for the
approval of another team member.
●
Advice to staff members and HR
counterparts on the conditions of service related to appointments, benefit and
entitlement policies, procedural details, etc.
●
Collection, verification and
follow-up on required documentation related to benefits, entitlements and
contracts
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Proactive coordination of the flow
of work
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Informs the Staff Admin Team Lead on the status of
pending requests, overall team workload, and important updates so that a
proactive customer service can be provided to internal and external clients
●
Helps elaborate new working
procedures (process mapping) and improves existing ones in terms of efficiency
while keeping a high standard of quality
●
Coordinates report validation
exercises within the team
2. Ensures implementation of HR
strategies and procedures, focusing
on achievement of the following results:
●
Full compliance of HR processes
and records with UN and UNOPS rules, 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
●
Support to Staff Admin Team Lead
on management, implementation and monitoring of various HR initiatives
●
Acts as an OiC in the absence of
the Team Lead
●
Launches, monitors and controls
various reporting activities, so that a proper and consistent administration of
Benefits and Entitlements can be ensured
3. Ensures facilitation of
knowledge building and knowledge sharing, focusing on achievement of the
following results:
●
Participates in an efficient
on-boarding of newly recruited team members to ensure their effective integration
in the unit
●
Organization and facilitation of
substantive trainings for the Staff Admin team
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Actively contributes to internal
SOPs and practices as well UNOPS’ PQMS
●
Provides regular advisory and
training functions to other team members on UN Staff Regulations & Rules as
well as UNOPS’ own policies
●
Contributes to knowledge networks
and communities of practice
4. Supports improvement of IT
tools and data quality for staff administration
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Reports errors and contributes to
the overall improvement of the in-house ERP System in terms of staff
administration and related functionalities
●
Ensures consistent use is made of
the case management system (i.e. Laserfiche) in terms of data quality as well
as software improvement.
●
Participates in the improvement of
internal calculation tools via feedback, testing and consolidation of data
●
Collaborates on the elaboration of
new reports and on the maintenance/improvement of existing ones