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Job Title:      HR
Associate (HR & Admin)

Organisation: United
Nations Office for Project Services (UNOPS)

Duty Station: Kampala,
Uganda

Vacancy Code:
VA/2020/B5001/19909

Reports to: Head
of Support Services

About UNOPS:

United Nations
Office for Project Services (UNOPS)’ mission is to expand the capacity of the
UN system and its partners to implement peace building, humanitarian and
development operations that matter for people in need. Working in some of the
world’s most challenging environments, UNOPS vision is to always satisfy
partners with management services that meet world-class standards of quality,
speed and cost effectiveness. By assisting UN organizations, international
financial institutions, governments and other development partners, UNOPS makes
significant, tangible contributions to results on the ground.

Job Summary:  The HR Associate (HR & Admin) is
responsible for administering and implementing services, plans, and processes
covering the array of Human Resources Management service lines for optimal
employee and talent management, i.e. recruitment, learning, performance
management, transition, organizational development, and contract management.
S/he serves as the first contact for internal and external clients in resolving
questions on processes and procedures and provision of guidance and information
related to HR initiatives and services to a wide range of UNOPS clients.

Key Duties and Responsibilities:  

Support to policy
development and implementation

·       
Contribute
to HR policy development and corporate HR initiatives by assisting to collect
data on trends, risks and opportunities and sharing local HR best practices;

·       
Assist
with projects in support of HR initiatives for attainment of business
objectives in line with the corporate HR strategy; 

·       
Support
the communication of HR policy changes and new HR initiatives to management and
personnel, providing guidance as needed.

Advisory Services:

·       
Provide
guidance on HR related systems and processes including but not limited to
Recruitment, Contracts, Position Management, Performance Management, Benefits
and Entitlements consistent with UNOPS rules and procedures;

·       
Provide
advice and guidance to personnel on administrative procedures, processes and
practices;

·       
Act as
liaison between unit and internal and external clients and provides proactive
customer service to expedite completion of projects, and provide information;

·       
As the
first face of HR, ensure that new hires’ first impressions are positive and
that they have all in-processing information completed;

·       
Advise
hiring management and guide personnel on UNOPS recruitment and performance
management processes, and learning and development initiatives, resources, and
plans;

·       
Provide
advice to supervisors on good practices, policies and procedures in performance
management, including managing of under-performance;

·       
Support
the implementation of institutional gender and diversity initiatives, providing
education and advice on issues related to equity, compliance, inclusion, and
diversity.

Talent Acquisition
& Administration and Office Administrative Services:

·       
Provide
support in the recruitment processes ensuring best practices are used for
effective and efficient talent acquisition in line with UNOPS policy; 

·       
Actively
participate in workforce planning at the office and project level and guide
clients through recruitment and selection processes. Take lead on requisition
initiation, long-listing, testing and interviews, formal approvals, selection
minutes, reference checking, fee calculation, offers and rejections, and
updating recruitment on-line information system;

·       
Inform
and advise UNOPS personnel, consultants, partners and project personnel on
their conditions of service and entitlements according to their contract
modality, expediting actions to facilitate their efficient, timely, and
client-focused on-boarding;

·       
Liaise
with UNOPS’ HR related groups such as BSSC on personnel administration matters
and submit transactional HR service data (normally within the ERP system);

·       
Research
precedents and present recommendations to supervisor, taking into account
institutionalized exceptions. Undertake research on a range of HR related
issues and assist in the preparation of notes/reports;

·       
Establish
and maintain monitoring systems, advising the supervisor on the status of
pending requests and approaching deadlines. Follow up on team work processes to
ensure clearance, approvals and timely workflows;

·       
Answer
questions and follow-up with personnel and management to ensure completion of
absences requests, performance management cycle, and other HR processes etc. in
electronic information systems;

·       
Liaise
with relevant HQ and UN system units (such as Entebbe Support Base;
Admin/protocol, ICT, Security, training sections) to exchange information and
follow up on pending issues;

·       
Set up
and maintain department files/records including but not limited to; personnel
files, attendance sheets, leave records etc according to local and corporate
record retention guidelines

·       
Follow
up or process payroll verification;

·       
Monitor
status of HR actions to facilitate timely action by supervisor and line
management, including on transactions initiated, expiring
appointments/contracts, and pending separation actions.

·       
Support
efficient planning and management of the HR unit, including drafting annual
recruitment plans, implementing designated projects in line with the corporate
HR strategy, overseeing personnel file systems as well as provision of related
statistical summaries and tracking movements of UNOPS personnel within the
relevant business units;

·       
Prepare
quarterly travel plans for the programme;

·       
Responsible
for travel management activities for programme staff and visitors;

·       
Provide
administrative support & coordination to key events (e.g. conferences, VIP
visits, UN Day, training hosted in Entebbe etc.) in a timely and quality basis;

·       
Manage
and maintain up-to-date training records and database of all personnel to
ensure compliance in completion of mandatory training;

·       
Support
the HRO in the implementation of internal guidelines and best practices.

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.

Knowledge building
and knowledge sharing

·       
Provide
support to the organization, facilitation and/or delivery of training and
learning initiatives for personnel on HR-related topics.

·       
Provides
sound contributions to knowledge networks and communities of practice by
synthesizing of lessons learnt and dissemination of best practices in human
resources;

·       
Collect
feedback, ideas, and internal knowledge about processes and best practices and
utilize productively;

·       
Undertake
research on a range of HR related issues and provide content for notes/reports
including quarterly and year-end reports for monitoring, statistical and review
purposes by management;

·       
Liaise
with relevant HQ and UN system units to exchange information and follow up on
pending issues.

Qualifications, Skills and Experience:

·       
The
ideal candidate for the United Nations Office for Project Services (UNOPS) HR
Associate (HR & Admin) job opportunity should hold a First level University
degree (Bachelor’s Degree or equivalent) combined with a minimum of two (2)
years of relevant experience OR a High School/Secondary education equivalent
combined with a minimum of six (6) years of relevant experience. Required.

·       
Relevant
experience is defined as experience in an international and/or national
organization in providing HR advisory, recruitment, administration and/or
HR-generalist services.

·       
Language:
 Fluency in English (reading, writing and
speaking) is required.  Knowledge of
another official UNOPS language is desired.

Competencies

·       
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. For people managers only: Acts as positive
leadership role model, motivates, directs and inspires others to succeed,
utilizing appropriate leadership styles.

·       
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.

NB: Candidates
with no UN or UNOPS experience are strongly encouraged to apply. Qualified
female candidates are strongly encouraged to apply.

How to Apply:

If interested in
joining the United Nations Office for Project Services (UNOPS) in the
aforementioned capacity, please click on link below to visit website and create
profile or express interest if you already have a profile on the UN system.

Click
Here

Deadline: 28^th July 2020

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