Human Resources and Travel Associate

Location:
Erbil, Iraq
Industry Sector:
International Public Sector
Type of contract:
Contract
Salary:
Competitive

Human Resources and Travel Associate

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Application closing date: 26 May 2018

Background Information – PSC

Peace and Security Centre

The UNOPS Peace and Security Centre (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Centre is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Centre Director who has the overall authority and accountability for the performance of the Peace and Security Centre on behalf of its clients.

Background Information – Job Specific

Background – UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates.

Background – UNMAS Iraq

The UNMAS Iraq programme was formally established in June 2015, at the request of the UN Under-Secretary General for Peacekeeping Operations (DPKO) and the Special Representative of the Secretary General for Iraq, to lead the UN efforts to mitigate explosive threats in the country, as well as to support the enhancement of national and regional mine action capacities. UNMAS is supporting multiple layers of operations under the UNMAS Iraq Strategic Plan which focuses on three main components:

1. Explosive Hazard Management 2. Capacity Enhancement 3. Risk Education.

Functional Responsibilities

Under the direct supervision of the Associate Support Services Officer (ASSO) or Support Services Officer (SS), the Human Resources and Travel Associate ensures execution of transparent and efficient Human Resources and Travel Management services. The functional responsibilities include:

Human Resources

  • Full compliance of HR processes and records with UN and UNOPS rules, regulations, policies and strategies;
  • Provide HR support related to leave, absence monitoring, monthly payroll and non-payroll processing, Identity Card processing, letters of Introduction, induction and separation processing, among others;
  • Coordinate recruitment process for local and international consultants;
  • Draft terms of reference for submission to review bodies;
  • Ensure proper outreach and advertisement to wide network with the objective of attracting a diverse and gender balanced workforce;
  • Review of incoming requests and all relevant documentation relating to recruitment, contract extensions, reassignments and separation of individual contractor;
  • Monitor personnel absence, facilitate personnel ID issuance and/or renewal;
  • Provide advice to personnel on their conditions of service;
  • Provide induction and orientation training  for the newly recruited personnel by assisting in the briefings schedule and coordination with different sections;
  • Ensure timely payroll of the personnel;
  • Ensure timely receipt of signed contract and other personnel documents for HR records;
  • Initiate contract requests in OneUNOPS;
  • Ensure HR database and Personnel Leave Planner is always up-to-date;
  • Maintain and update HR personnel files;
  • Advice the supervisor on the status of pending requests and work deadlines and provision of customer service to internal and external clients;
  • Contribute in knowledge-sharing and capacity-building initiatives, including timely dissemination of HR communications and instructions, Standard Operating Procedures, organizational guidelines (ODS) and Administrative Instructions ( IA) and participates in the HR Communities of Practice.

Travel

  • Serves as initial point of contact for day-to-day questions from internal clients regarding their travel needs, including compliance, regulations, and policy and provides guidance where necessary;
  • Validate and conduct independent research on flight options/routes through the most direct and economical route according to the travel policy and find alternatives that would result to cost savings for the organization in terms of soliciting promotions and frequent-flyers rewards from air carriers and transport operators;
  • Facilitate timely submission and approval of quarterly travel plans and communicate with supervisors on regular basis regarding any emerging issues;
  • Prepare and/or review Travel Authorizations (TAs) and ensure that travel claims are fully documented;
  • Assist in all domestic and international bookings including checking TAs and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings and Movement of Personal (MoP) Form;
  • Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas;
  • Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed ;
  • Register all travels in UNOPS Intranet in accordance with Standard Operating Procedures (SOP);
  • Maintain and keep an up-to-date travel directory of all travels undertaken ;
  • Process payments in oneUNOPS such as Travel Expense Claim (TEC), Daily Substance Allowance (DSA) and/or other payments.

Other – Administration

  • Use various technological tools and electronic systems to initiate work and share information with colleagues and clients;
  • Interact closely with team members and internal partners to ensure consistency in service delivery and operating protocols;
  • Assist in the organization of meetings, conferences and visits;
  • Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate;
  • Collect and compile sections needs for office stationery;
  • Provide advice on support services entitlements and regulations in accordance with UNOPS;
  • Performs other Human Resources or Travel related tasks assigned by the supervisor.
  • Develop solid understanding of principles and structure of financial agreements, as well as the broader organizational and legal context in which they exist

Requirements

Education

  • First level university degree (Bachelor or equivalent) in Business Administration, Travel and Tourism Management, Human Resources, Public Administration or related field with a minimum of two (2) years of relevant experience OR
  • Secondary school (High School or equivalent) with a minimum of six (6) years of relevant experience is required
  • Master degree is desired.

Experience

  • Relevant experience is defined as experience in the field of Administration, Human Resources, Travel Management or any other related field
  • Computer literacy and skills (MS Word, Excel, and Power Point etc.) is required
  • Driving license is desired
  • Prior experience with the UN system or an international NGO is desired
  • Knowledge of UNOPS rules and regulations is desired
Language
  • Fluency in English (speaking, reading, writing) is required
  • Fluency in Arabic (speaking, reading and writing) is required
  • Fluency in Kurdish (speaking, reading and writing) is desired
  • Knowledge of another UN official language is desired.
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United Nations Office for Project Services (UNOPS)

UNOPS provides project management, procurement and infrastructure services to governments, donors and UN organizations, such as the Government of Haiti, the United Nations Children's Fund (UNICEF) and the UK Department for International Development (DFID).

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