HR Senior Assistant

HR Senior Assistant

Job categories: Administration
Vacancy code: VA/2024/B5516/27932
Department/office: AR, SAMCO, Nepal
Duty station: Kathmandu, Nepal
Contract type: Local ICA Support
Contract level: LICA-5
Duration: Open-ended subject to organizational requirements, availability of funds and/or satisfactory performance

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.

Background Information – Job-specific

Background Information

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. 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. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical, and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

UNOPS Nepal Context:

Since 2015, UNOPS has engaged closely with the Government of Nepal and several development partners in development efforts of the Government of Nepal including the modernization of the Nepal Police, the post-earthquake assessment of damaged buildings, and enrollment of beneficiaries into housing grant schemes. UNOPS has helped to improve policing services. It has supported homeowners engaged in the reconstruction process, retrofitting damaged houses, and reconstruction of disability-friendly schools. It has also delivered essential equipment to support COVID-19 response efforts.

The functional objective of UNOPS Nepal is to deliver its projects efficiently and effectively in alignment with government priorities following UNOPS rules and regulations. This is to drive forward the outcomes sought by the clients and funding partners and contribute to the achievement of Sustainable Development Goals (SDGs) while ensuring gender, diversity, and inclusion are mainstreamed in all its work for the people of Nepal.

Project Information:

FCDO’s Security and Justice Programme (SJP) is a five-year programme (2023-27) with an anticipated budget of up to GBP 35 million. The programme will continue the recently completed Integrated Programme for Strengthening Security and Justice (IPSSJ)’s dual focus on tackling criminal violence, in particular gender-based violence (GBV), and supporting respective Government entities, including Nepal Police, to strengthen their services.

Building on the ongoing Launch of the SJP (Inception Phase), the multi-year SJP will support more representative, accountable, and responsive policing and also help tackle gender-based violence in Nepal. The programme will contribute to the following result areas:

1. Security and justice providers have improved their capacity to serve the public and manage relationships with communities, leading to increased public safety with increased trust from people in the state.
2. Security and justice institutions at Provincial and Palika levels have effective, accountable, inclusive, and sustainable systems in line with the federal constitutional mandates to improve their skills and better manage their resources to meet people’s security and justice needs.
3. Decreased prevalence of GBV led by increased access to services for those who seek them.

The 2015 constitution of Nepal, envisages the devolution of policing in Nepal into 7 provincial Police Services and a Federal Police Organization (Nepal Police) in the federal sphere. How they combine to provide policing services in Nepal remains a work in progress. It will be highly complex in terms of changes in legislation, policy, administration, and organizational culture, even while standards of coordination and delivery must be maintained across the whole country. The changes will require new ways of working under SJP and create new needs to which UNOPS will seek maximum impact in its project period in at least three target provinces.

In relation to this, UNOPS, as a potential implementing partner for the FCDO, is planning to recruit a Community Policing Partnership and GBV Specialist (Lead for Workstream 3) for the policing component of the SJP programme.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.

Under the direct supervision of the Senior Administration/Operations Manager and the overall direction of the Head of Support Services as well as the technical guidance of IPAS HR, the HR Senior Assistant is responsible for providing technical and administrative support to the timely processing, recording, completion, monitoring, and maintaining of transactions and processes covering the array of Human Resources Management service lines in accordance with UNOPS’ HR rules, regulations and policies for optimal employee and talent management. S/he may serve as the first contact for internal and external clients in resolving questions on routine and standard processes and procedures and the provision of guidance and information related to HR initiatives and services to a wide range of UNOPS clients.

Functional Responsibilities

1. Support to policy development and implementation
2. Advisory Services
3. Talent Acquisition and Administration
4. Team Management
5. Knowledge Building and Knowledge Sharing

1. Support to policy development and implementation

• Contribute to HR policy development and corporate HR initiatives by assisting in collecting 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.

2. Advisory Services

• Provide advice and guidance to personnel on administrative procedures, processes, and practices for the delivery of HR services.
• Act as liaison between unit and internal and external clients and provides proactive customer service to expedite completion of projects, and provide information.
• As an interlocutor 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 routine elements of UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans.

3. Talent Acquisition and Administration

• Support the completion of recruitment processes including offers and rejections, and update recruitment on-line information system in line with UNOPS policy.
• Undertakes reference checking, elements of longlisting, and organization of testing and interviews; fee calculation, minutes of general-service recruitments,
• Finalizes selection and other process approvals.
• Inform and advise UNOPS personnel, consultants, partners, and project personnel on routine aspects and elements of their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
• Research precedents and present recommendations to the supervisor, taking into account institutionalized exceptions. Undertake research on a range of HR-related issues and assist in the preparation of notes/reports.
• Maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines.
• Answer questions and follow up with personnel and management to ensure completion of absence requests, performance management cycle, and other HR processes, etc. in electronic information systems.
• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.
• Set up and maintain reference files/records.
• Follow up or process payroll verification.
• Monitor the status of HR actions to facilitate timely action by supervisor and line management, including on transactions initiated, expiring appointments/contracts, and pending separation actions.
• Manage record maintenance; including personnel file systems as well as provision of related statistical summaries and tracking movements of UNOPS personnel within the relevant business unit/s.

4. 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 learned and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results

The effective and successful achievement of results by the HR Senior Assistant 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.

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.

Education/Experience/Language requirements

Education:

• Completion of Secondary education is required. First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable.

Experience:

• Minimum of five years of relevant experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services.
• Some experience in UN system organizations is desirable
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
• Experience in the use of Google Suite applications is desirable
• Experience in use of HR information systems, Enterprise systems including OneUNOPS is desirable.

Language Requirements:

• Fluency in writing, reading, and speaking Nepali and English is required.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement Support
Contract level: LICA Support – 5
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• 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.

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.

APPLICATION TIPS

How to send a good application:

• English
• French
• Spanish

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.

Application period: 17-Apr-2024 to 03-May-2024