HR Assistant

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Description

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Under the guidance and supervision of the HR Senior Officer – Personnel Administration, the HR Assistant – ICA Admin provides support to HR services in the field office support services function, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Assistant – ICA Admin promotes a client-oriented approach, consistent with rules and regulations approach in the unit.

The HR Assistant – ICA Admin works in close collaboration with the Programme, Project and Support Services colleagues locally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery.

 Functional Responsibilities

Summary of Key Functions:

• Supports effective administration of ICA contracts, benefits and entitlements
• Supports implementation of HR strategies and procedures
• Supports knowledge building and sharing

 Supports effective administration of ICA contracts, benefits and entitlements, as follows:

• Assistance in the management of Individual Contractor Agreement (ICA) contract administration implementation, supporting accurate and timely ICA issuance by UNOPS to its offices and that of its Partners.
• Processing and releasing contracts in the UNOPS ERP based on clear instructions.
• Processing contractual changes in the UNOPS ERP or related utilities (e.g. oneSUP) based on clear instructions.
• Referring to policy when instructions appear to be incomplete or non-compliant.
• Replying to counterparts requests clearly and punctually, offering status updates, as necessary.
• Providing technical guidance to counterparts for accurate administration of ICA-related issues within the ERP, escalating to System Support, as necessary.
• Performance of SEA Clear Checks based on ICA Award information and maintenance of related data for reporting purposes.
• Tracking of all internal transactions (for subsequent reporting initiatives from Management).
• Registration and maintenance of Supplier Profiles for personnel in the UNOPS ERP based on clearly established guidelines and according to banking detail documents/forms.
• Processing payment distribution requests for ICA holders
• Processing of Certification of Payments (COPs) for retainer and lump sum ICAs based on clear instructions.
• Processing of the UNOPS Clearance Form and leave encashment requests upon ICA separations.
• Verification of salary advance requests and subsequent coordination with Payroll to ensure timely processing.
• Processing ERP system access extensions for ICAs, as necessary, according to documentation transmissions.
• Enrollment of personnel and/or dependants in medical insurances based on clear instructions.
• Communicating with the insurance provider to update ICA information and facilitate the processing of claims
• Communication with colleagues on areas requiring verification, corrections, additional information, etc. to improve data and procedural quality.
• Coordinating with BSSC Payroll and BSSC Remittance to resolve payment issues
• Performance of UNOPS ERP HR data clean up exercises (e.g. supervisor changes and ‘works at’ cost centre), as necessary, and based on clear instructions.
• Preparation of non-HQ UNC application packages for internal certification and subsequent posting to UNOG. Further facilitation of accurate and timely document dispatch upon receipt of newly created UNC from UNOG.
• Preparation of employment certificates and tax attestations upon request and in accordance with the ERP’s contract and payroll data.
• Resolution of routine administrative and procedural problems; escalation of complex issues to either System Support or supervisor, as appropriate.
• Maintenance of available project and personnel documents within the UNOPS ERP document manager.
• Participation in ad hoc data verification, data collection, and data improvement campaigns.

Supports implementation of HR strategies and procedures, focusing on achievement of the following results:

• Full compliance of HR processes and records with 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 HR Senior Assistant, Supervisor, and Manager on management, implementation, and monitoring of various HR initiatives.

Supports knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in HR training for the operations / projects personnel.
• Contributions to knowledge networks and communities of practice.

Impact of Results:

• The key results have an impact on the overall execution of the UNOPS HR services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNOPS capability in the HR management.

 Education/Experience/Language requirements

Education:

• Completion of secondary school or equivalent is required.
• A Bachelor’s Degree or Master’s Degree may substitute some of the required years of work experience, but is not a requirement.

Experience:

• A minimum of 4 years of relevant administrative experience is required with a high school diploma.
• Experience in the usage of computers and office software packages (Google Suite, Acrobat, etc.) is desirable.
• Experience in handling web-based management systems is an asset.

Language Requirements:

• Fluency in written and oral English is required.
• Knowledge of a second UN working language is desirable.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29528#1

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