Senior HR Associate - Staff Administration (Internal Candidates Only)

Job categories Human Resources

Vacancy code VA/2024/B0049/28689

Department/office MP, SSC, BSSC, Bangkok Shr Serv Centre

Duty station Bangkok, Thailand

Contract type Local ICA Support

Contract level LICA-7

Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

Application period 21-Aug-2024 to 04-Sep-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.

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Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

The UNOPS Bangkok Shared Service Centre (BSSC) is a Shared Services Centre (SSC) unit established for the purpose of providing internal, global and cost-effective transactional services which enhance the operational capacity of UNOPS and standardize systems and procedures. The BSSC, among other functions, carries out high-quality transactional services within the area of personnel administration, contract management, benefits & entitlements and payroll to UNOPS and its partners. To ensure increased cost-efficiency and consistency with UNOPS systems, BSSC has expanded its services to include both Individual Contractor Agreement (ICAs) and UN staff members.

Purpose and Scope of Assignment:

Reporting to the Staff Admin Team Lead, the Senior HR Associate provides global support to HR, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery, and directly supporting the Staff Admin Team’s service delivery, which centers on the contractual administration of UNOPS and Partner staff and the processing of staff benefits & entitlements. Staff Admin is a subteam of BSSC Personnel Administration that focuses on the administration of staff member appointments, benefits, and entitlements.

The Senior HR Associate promotes a collaborative, client-oriented and consistent approach with regard to UNOPS’ policies and UN Staff Regulations and Rules and in accordance with BSSC’s established protocols and SOPs. He/She works within the Staff Admin team, offering his/her expertise on processes, verifying/approving Staff Admin casework, expanding the overall capacity of the team and supporting the team operations through his/her expert knowledge. The Senior HR Associate also assists the Team Lead with the creation and operational execution of reports, supports coordination of operational campaigns, and monitors team portfolios and liaises with BSSC counterparts, whether internal or externals, supporting ad hoc requests and comprehensive service delivery.

Summary of Functions:

Administration of UN staff contracts, benefits and entitlements in full compliance with UN Staff Regulations and Rules and UNOPS’ own policies, procedures and strategies.
Implementation of HR strategies and procedures.
Facilitation of knowledge building and knowledge sharing.
Facilitation of maintenance/improvement of existing IT tools and design of new tools related to staff administration.

Functional Responsibilities

Ensures efficient administration of contractual events, benefits and entitlement...

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.
Proactive coordination of the flow of work.
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.

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.

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 .
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.

Supports improvement of IT tools and data quality for staff administration:

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.

Impact of Results

The effective and successful achievement of results by the Senior HR Associate directly impact on the compliant execution of HR processes in the respective unit and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.

Education/Experience/Language requirements

Education: High School Diploma is required. Secondary Educa...

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA) Contract level: ...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applic...

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
This position is for internal candidates only. It is based in Bangkok, Thailand which is a family duty station.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

This vacancy is closed.

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APPLICATION TIPS

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TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.