Офіцер/ка відділу кадрів та адміністративних питань (OHCHR)

Under the overall guidance and supervision of Programme Management Officer, HR & Admin Officer ensures execution of transparent and efficient HR services at UN Human Rights Monitoring Mission in Ukraine (HRMMU) and provides support to office operations performing a variety of standard administrative processes (including UMOJA actions), ensuring high quality and accuracy of work. He/she interprets and applies HR policies, rules, and regulations, implements internal procedures, and provides solutions to a wide spectrum of complex HR issues. The HR and Admin Officer promotes a collaborative, client-oriented approach and contributes to the maintenance of high staff morale.

The HR & Admin Officer can supervise clerical and support staff of the Programme and Operations Unit (POU) on issues related to her/his portfolio. The HR & Admin Officer works in close collaboration with the human resources, administrative, programme and core substance staff at HRMMU, OHCHR HQ, and other UN Agencies as necessary to resolve complex HR-related issues and administrative tasks, exchange information, and ensure qualitative service delivery

Duties and Responsibilities

1. Provides support to the implementation of HR strategies and policies focusing on achievement of the following results:

• Full compliance of HR activities with UN rules and regulations, OHCHR/UNDP policies, procedures, and strategies; effective implementation of the internal control, analysis of parameters in support of proper design and functioning of the HR management system.
   
• HRMMU HR business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in HR management
• Analysis and elaboration of proposals on the strategic approach to recruitment in the HRMMU, proper use of contractual modalities, forecast of the staffing needs, performance evaluation and staff career development management. 
• Prepares special reports and participates and/or leads special human resources project.
• Provides advice and support to managers and staff on human resources related matters
• Keeps abreast of developments in various areas of human resources.

2. Provides support to effective human resources management focusing on achievement of the following results:

• Identifies upcoming vacancies in coordination with supervisor.
• Management of recruitment processes including job descriptions, vacancy announcement, screening of candidates, organization, and participation in the interview panels. 
• Prepares classification analysis of jobs in Professional and General Service and related categories.
• Supervises and monitors the work of the Administrative Assistant in carrying out all human resources related activities. 
• Execution of required personnel actions in UMOJA for assigned staff members, update of information, performing assigned travel management and control actions in UMOJA. Timely follow up with Procurement and Finance Officer on payroll issues. 
• Monitoring and tracking of all transactions related to positions, recruitment, HR data, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations. 
• Provides advice on interpretation and application of policies, regulations, and rules. Reviews and provides advice on exceptions to policies, regulations, and rules. 
• Administers and provides advice on salary and related benefits, travel, and social security entitlements.
• Determines and recommends benefits and entitlements for staff based on contractual status.
• Reviews policies and procedures and recommends changes as required.
• Maintenance of the HRMMU staffing table.
• Development and management of rosters including e-rosters.
• Conducts and coordinates salary surveys assessing the labour market at Headquarters and in the field, assisting in establishment of salaries and related allowances of locally recruited staff.

3. Provides support to proper staff performance management and career development focusing on achievement of the following results:

• Analysis of requirements and elaboration of the protocol for performance appraisal process, facilitation of the process. 
• Elaboration of proposals on and implementation of strategic staffing policies in line with career development.
• Designs, plans, monitors, and provides induction orientation programme and briefing to new staff members.

4. Ensures support to administrative and logistical services, office maintenance and asset management focusing on achievement of the following results:

• Assist newly recruited staff upon arrival and conducts introductory training, briefs on UN rules and procedures as well as security arrangements.
• Maintain and regularly updates the personnel filing system; maintain attendance records for HRMMU.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents and processing relevant actions in UMOJA as necessary.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Serve as a backup to Procurement and Finance Officer in organization of shipments, customs clearance arrangements, preparation of documents for HRMMU shipments (received/sent), preparation of all necessary documentation, implementation of follow-up actions.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, and reports.
• Assistance in the preparation of budget, provision of information for audit.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Maintenance of records on asset management, preparation of reports, jointly with Procurement and Finance Officer.
• Provision of support to maintenance of common premises and common services.
• Petty cash processing for HRMMU

5. Ensures facilitation of knowledge building and knowledge sharing in the HRMMU focusing on achievement of the following results:

• Participation in the organization and conduct of training for operations/ programme staff on HR issues.
• Synthesis of lessons learned and best practices in HR.
• Sound contributions to knowledge networks and communities of practice.

Competencies:

• Professionalism: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning & Organizing:  Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Required Skills and Experience

Education:

• Master’s Degree or equivalent in HR, Business Administration, Public Administration, Social Sciences, Education or related field. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree. 
  Specialized certification in UMOJA is desirable, but it is not a requirement.

Experience:

• 2 years of relevant experience at the national or international level in providing HR advisory services and/or managing staff and operational systems.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management systems, such as UMOJA and/or Atlas is desirable.
• Experience in providing support to administrative and logistical services, office maintenance and asset management, preferably for field offices is desirable.

Language:

• Fluency in English, Ukrainian and Russian is required.

Disclaimer

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. Qualified women are encouraged to apply. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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