Associate HR & Admin Officer

Location:
Damascus, Syria
Industry Sector:
International Public Sector
Type of contract:
Contract
Salary:
Competitive

Associate HR & Admin Officer

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Application closing date: 11 December 2018

Peace and Security Cluster

The UNOPS Peace and Security Cluster (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 Head of Cluster 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 Head of Cluster who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Background: UNMAS Syria Response

In July 2018, UNMAS signed a Memorandum of Understanding with the Government of Syria that provides the legal basis for an UNMAS presence within Damascus to conduct humanitarian mine action operations in line with humanitarian principles.

UNMAS provides leadership of the mine action sector, working to reach affected civilian populations through the expansion and provision of mine action services inside Syria, strengthening participatory approaches to programming, and mainstreaming risk education into wider humanitarian activities. Given the limited access that international mine action actors have inside Syria and the reliance on national actors to identify issues and deliver mine action responses, coordination and capacity building of Syrian NGOs and civil society on protection has been identified as one of the priorities.

Functional Responsibilities

Under the direct supervision of the Head of Support Services Officer, the Associate HR & Admin Officer will be responsible for the following:

  • Processing and following up on TEC claims e.g. DSA, actual/lump sum travel costs etc. for all personnel and Contractors.
  • Following-up on administrative issues e.g. arrangement of missions, travel authorizations, flight bookings, security clearances etc.
  • Liaising with local authorities and other UN Agencies in the country on all administrative matters affecting the operation of the Programme.
  • Overall management of office premises; follow-up with building owner regarding contractual arrangement/negotiation of office lease renewal in consultation with the UNOPS PSC Portfolio team.
  • Scheduling and monitoring of maintenance/repair/washing/painting work of the office premises and environment. Supervision of the cleaning and maintenance team to ensure effective and efficient services be provided
  • Monitoring and ensuring the timeliness and quality of administrative tasks (e.g. cleaning and security guard service) on daily basis.
  • Monitoring and analysis of administrative services and recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives.
  • Ensuring UNOPS administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.
  • Assessment of expenditure in administration (office premises, assets, travel, etc.) for previous years; estimate of new requirements and preparation of budget plans for designated areas of work.
  • Collaboration in the administration of common premises to ensure efficiency, cost- effectiveness and timeliness of operations and services.
  • Negotiation of contracts with vendors and service providers to ensure cost-effective services and of quality and timely service.
  • Management of office vehicles and transportation service to ensure punctual transportation service is provided to the staff, UNOPS visitors and high officials on mission.
  • Supervision of the recording (inventory), disposal and transfer of office assets for the office; evaluation, on a regular basis, of the inventory status and transactions in the database, reporting anomalies and discrepancies for timely action.
  • Conducting physical inventory checks, drafting periodic inventory and asset reports;
  • Acting as Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
  • Conducting and reports on surveys of office maintenance needs;
  • Administering logistics of meetings, workshops, conferences, retreats.
  • Collecting information for administrative surveys in support to the organization of common services.
  • Efficient and effective cooperation among different sub-teams in terms of achieving results.
  • Contributing 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;
  • Communicating HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.
  • Providing 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 Portfolio Team, 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.
  • Overseeing the provision of personnel reporting within the office, ensuring that systems and data are updated and in place.
  • Leading 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.
  • Providing 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.
  • Implementing organizational changes and realignment exercises affecting personnel in UNOPS in accordance with UNOPS policy, ensuring personnel actions are taken in an efficient manner.
  • Organizing, facilitating and/or deliver training and learning initiatives for personnel on HR-related topics.
  • Providing guidance on HR related systems and processes, including but not limited to, Recruitment, Contracts, Benefits and Entitlements consistent with UNOPS rules and procedures.
  • Contributing to HR knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in human resources management.
  • Collecting feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Education/Experience/Language requirements

Education and Relevant Years of Experience:

  • Advanced University Degree (Master’s Degree or equivalent) in Human Resources, Business Administration, Public Administration or related field with a minimum of two (2) years of relevant experience; OR
  • A First-level University Degree (Bachelor’s Degree or equivalent) in Human Resources, Business Administration, Public Administration or other related field with a minimum of four (4) years of relevant experience.

Work Experience:

  • Relevant experience is defined as experience in Administration or Human Resources
  • Computer literacy is required
  • Mine action experience is desired;
  • Knowledge of United Nations Staff Rules and Regulations is desired;
  • Experience using ERP systems is desired
  • Knowledge of UNOPS rules and regulations is desired;

Language:

  • Fluency in English (writing, speaking and reading) is required;
  • Fluency in Arabic (writing, speaking and reading) is required;
  • Knowledge of another UN official language is desired.
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