Human Resources Senior Assistant

Job categories           Human Resources

Vacancy code             VA/2024/B0049/28641

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

Duty station                Bangkok, Thailand

Contract type              Local ICA Support

Contract level             LICA-5

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

Application period     02-Aug-2024 to 01-Sep-2024

Link to apply               https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28641

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

Organizational Context

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.

For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS' operations and the greater UN system.

Job-Specific Information

Reporting to the Team Lead – Staff Administration, the HR Senior Assistant supports the immediate work team in providing global HR support, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The work area is within contract administration and benefits & entitlements for UN staff members.

The HR Senior Assistant promotes a client-oriented and consistent approach with regards to UNOPS’ policies and UN Staff Regulations and Rules in accordance with the corporately established protocols. He/She works in close collaboration with operations personnel in field offices and with UNOPS’ HQ personnel to exchange information and ensure consistent service delivery.

Functional Responsibilities

Summary of functions:

• Supports administration of UN staff contracts, benefits and entitlements.
• Assists with advice to staff members on their personal benefits, entitlements and contractual events.
• Supports implementation of HR strategies and procedures.
• Knowledge building and knowledge sharing.

1. Supports efficient administration of contracts, benefits and entitlements for UNOPS and Partner staff, focusing on achievement of the following results:

• Monitoring and tracking of transactions to ensure timely, consistent and equitable provision of services with a client focus.
• Drafting of appointment and other event-driven administration letters that outline terms and conditions of the contractual event. 
• Briefing to personnel on the conditions of service related to contracts.
• Collection, verification and follow-up on required documentation related to benefits, entitlements and contracts.
• Proactive coordination of the flow of work.
• Provision of proactive customer service to internal and external clients.

2. Assists with advice to staff members on their personal benefits, entitlements and contractual events:

• Assist with providing professional advice on personal benefits and entitlements to staff members, notably on the eligibility criteria, intervals, amounts and payment processes.
• Assist staff members by providing advice on the packages associated with their contractual events: processes, eligibility criteria, salaries, allowances, benefits and entitlement payments.

3. Supports 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.
• Reference to internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.
• Support to the Human Resource Associate, Senior HR Associate, Supervisor, and Manager on management, implementation, monitoring of various HR initiatives.

4. Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the trainings within the unit.
• Contributions to knowledge sharing within the unit.

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.

Education/Experience/Language requirements

Education:

• High school diploma is required.
• Secondary Education with specialized certification in HR is an asset.
• A Bachelor or Masters degree may substitute required years of work experience.

Experience:

• Five (5) years progressive experience in supporting a Human Resource Management area is required.
• Knowledge of UN policies, procedures and practices is desirable.
• One year (1) experience in computers and office software packages (MS Office, Google) and experience in handling of web-based management systems is required.
• Experience in use of HR information systems, including OneUNOPS is desirable.

Language Requirements:

• Fluency in written and oral English is required.
• Fluency in French / Spanish is highly desirable.

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.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA)
Contract level: Local ICA Support, LICA 5 (ICS 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.
• This position is stationed 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.