HR Associate

Under the direct supervision of the HR Officer – Recruitment Support Services, the HR Associate is responsible for effectively administering and implementing HR recruitment support services across the organization. The HR Associate – Recruitment Support Services works in close collaboration with the Programme, Project and Support Services colleagues administering UNOPS and partner personnel globally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery, particularly in terms of recruitment processes. The HR Associate – Recruitment Support Services provides recruitment support to field offices, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Associate – Recruitment Support Services promotes a client-oriented approach, consistent with the governing rules and regulations for HR management and selections in UNOPS. The HR Associate – Recruitment Support Services works in close collaboration with the managers of the different field offices to ensure consistent service delivery and efficient and timely recruitments. S/he closely monitors recruitment plans and recruitment KPIs.

Functional Responsibilities

Summary of Key Functions:

• Support to Recruitments and Talent Acquisition
• Recruitment Guidance Services
• Knowledge Building and Knowledge Sharing

 Support to Recruitments and Talent Acquisition:

• Coordinates recruitment and selection processes from beginning to end, e.g.
• create vacancy announcements in UNOPS’ online recruitment system

coordinate the scheduling of interviews and written tests, as appropriate, on behalf of the hiring office

conduct reference checks

initiate fee-setting exercises

take minutes during interviews and finalize the overall selection minutes with active input from panel members (English-language panels)

create ICA awards in the UNOPS ERP system, uploading all supporting documentation to the document manager 

prepare offers to candidates and answer their questions

Serve as the HR Representative on interview panels.

Review supporting documentation to ensure completeness of hire packages and prepare submissions for review by the appropriate panel, e.g. ASB, ASP, CPC.

Ensure best practices are used for effective and efficient talent acquisition in line with UNOPS policy.  

Guide clients through recruitment and selection processes. 

Inform and advise UNOPS personnel, consultants, partners and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.

Liaise with UNOPS’ HR related groups such as SSC on personnel administration matters and submit transactional HR service data (normally within the ERP system).

Answer questions and follow-up with personnel and management to ensure completion of recruitment and onboarding processes 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. 

Monitor status of HR actions to facilitate timely action by supervisor and line management, including on transactions initiated, expiring appointments/contracts, and pending separation actions. 

Support efficient planning and management, including liaising with internal clients/hiring managers to anticipate  their recruitment needs, developing recruitment plans, setting-up and maintaining dashboards to monitor the status of recruitments and recruitment KPIs.

2. Recruitment Guidance Services

Provide guidance on HR related systems and processes including but not limited to Recruitment, Contracts, Position Management, Benefits and Entitlements consistent with UNOPS rules and procedures.

Research of precedents and analysis of merits of specific requests (for example waivers of recruitment policies); presentation of recommendations, taking into account institutionalized exceptions, and submission of recommendations for the approval of departure from established policies, procedures and  guidelines. 

Provide advice and guidance to personnel on administrative procedures, processes and practices related to recruitments and the technical administration of personnel in the ERP.

Act as liaison between unit and internal and external clients and focuses on a positive client experience and a business partnering approach.

Advise hiring managers and guide personnel on UNOPS recruitment policies and processes and best practices.

Support the implementation of institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.

Knowledge Building and Knowledge Sharing:

• Contribute to HR policy development and corporate HR initiatives by assisting to collect data on trends, risks and opportunities and sharing local HR best practices vis-a-vis recruitments.
• Assist with projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy.
• Organize, facilitate and/or deliver training and learning initiatives for personnel on recruitment-related topics including to less experienced/new personnel in the team.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
• Undertake research on a range of HR related issues and contribute data as well as draft notes/reports.
• Support the communication on HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.
• Contributes to knowledge management projects.
• Support process efficiency initiatives;
• Provide input to the development and maintenance of corporate systems and tools.

Impact of Results:

The effective and successful achievement of results by the HR Associate – Recruitment Support Services directly impacts 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:

• Completion of Secondary education is required.
• First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable but not a requirement and may substitute for some of the required years of experience.

Experience:

• At least six (6) years of relevant experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services is required.
• Proficiency in computers and office software packages is required.

• Experience in handling web-based management systems is required.
• Experience working in a shared service centre or a fast-paced environment is desirable.
• Experience working in the UN or international NGO would be an asset.

Language Requirements:

• Full knowledge of English is essential.
• Knowledge of another official UNOPS language is an asset.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28889#1