Job: Administration and Human Resources Associate

Location: Mogadishu 
Deadline: Thursday, 10 October 2013 

Description

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.

Background Information - MAC

Mine Action Cluster Based in New York, the UNOPS Mine Action Cluster provides a range of mine action services in emergency and post-conflict settings, on behalf of the United Nations, governments and other partners. Established in 1997 and part of the UNOPS Global Partner Services Office, the Mine Action Cluster has helped partners significantly improve the lives of people in more than 30 countries around the world. It delivers fast and efficient procurement, recruitment and management services to facilitate humanitarian aid and launch emergency mine clearance. The cluster is also responsible for the administrative oversight of its field offices, in line with partner requirements and UNOPS rules and regulations. The UNOPS Mine ActionCluster (MAC) within the Global Partner Services Office (GPSO) is a principalservice provider in the field of mine action with the United Nations MineAction Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countriesand other mine action partners. The Cluster is responsible to administer,provide support and oversight of the day-to-day management of the Project Fieldoffices, both according to the client requirements and in line with UNOPS rulesand regulations. It is headed by the Cluster Chief who has the overallauthority and accountability for the performance of the Mine Action Cluster onbehalf of its clients.

Somalia Mine Action supports mine and explosive remnants of war (ERW) clearance activities,awareness programming, contamination survey and coordination formine action activities throughout Somalia. Somalia Mine Actionworks closely with other UN Agencies, local communities and humanitarian anddevelopment actors to ensure a sustainable and effective response to explosivecontamination in Somalia, with priority on improving the lives of people livingin affected communities, and ensuring national capacity development for a longterm solution to the problem. In Somaliland and Puntland, capacity developmenthas been carried out for the Somaliland Mine Action Centre SMAC, the PoliceEOD, the Puntland Mine Action Centre and the Puntland EOD. The Programme has anoffice in Nairobi to provide managerial and support functions for the RegionalOffices in Somalia.

Functional Responsibilities

Under the direct guidance and supervision of the Admin and HR Officer and overall oversight of the Head of Support Services he/she shall perform the following specific duties:

1. Recruitment

• Supports in the management of the recruitment process for international and local personnel for the Program;
• Development and implementation of tracking tools to monitor recruitment status and other indicators for management and recruitment purposes;
• Monitoring and tracking of status of requests, initiating follow-up action to ensure selection review submission is timely accurate and contains complete documentation.
• Ensure all related vacancy announcement for the support Services and the Projects are posted in the GPRS.
• Review of consultant's qualifications and experience and prepare the preliminary listing of candidates in accordance with the requirements given in the Terms of Reference for submission to the supervisor for final short list;
• Prepare and participate in interviews for all positions local;
• Initiate and maintain first contact with all potential candidates for the selection process;
• Perform reference checks for selected candidates;
• Generate Letters of intent to selected candidates and follow up on acceptance and all relevant documents prior to issuance of contract;

2. Induction

• Ensure coordination with Logistics Unit on all logistics for newly appointed personnel
• Preparation of ID documentation for newly appointed personnel
• Maintain and disseminate welcome packages and brief new recruits in Mine Action procedures and administrative formalities.

3. Contract Administration

• Maintain up-to-date staff database via the Master list for all Mine Action personal;
• Maintain up to date staff records and verify personnel information as necessary;
• Secure management of personnel records for all personnel ,
• Ensure proper filing system and all relevant documents fulfilling audit requirements are in place;
• Monitor status of contracts, follow up with project managers on performance evaluations;
• Clarify queries on contractual arrangements in line with UNOPS rules and regulations;
• Raise Atlas Purchase Orders (PO s) for contracts and ensure accuracy of Charts of Accounts;
• Based on duly certified Certificate of Payment (COP), raise Atlas receipts to process salary payments on monthly basis within the stipulated time;

4. Leave Management

• Maintain up-to-date leave record and verify as necessary for all Mine Action personal;
• Ensure proper filing of all approved leave request and all relevant documents fulfilling audit requirements are in place;
• Monitor status of movement of personal, follow up with project managers on attendance sheet accuracy;
• Clarify queries on leave request and balances
• Ensure that the Global leave system is up to date and that all approved leave are recorded and leave balances are accurate

5. Payments

• Receive and process all payment for the Admin and HR section (Payment for International–IICA, Non-payroll payment - Fixed Term Staff, Payment for National; Safaricom staff bills; SAT Africa - Thuraya bills/Iridium bills; Indigo Indian Ocean; CTG Invoice; MFI 4th quarter 2012 payment; DHL payment; JIM Cab; Fuel -UNON
• Followup with the Finance section that the Payment are on time
• Ensure that all payment are correctly filled and recorded

6. Travel

• Ensure that the communication with customers are done to define destination, mode of transportation,travel dates, financial considerations
• Provides customer with details about the travel requirements such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences.
• Communicate closely with traveling staff on their travel dates, tickets, and updates on changes to their travel
• Prints or requests transportation carrier tickets, using computer printer system or system link to travel carrier
• Calculate and prepare Payment Requests for the Customer for their travel allowances on Atlas
• Supervise the update the Travel Log on a daily basis,

7. Quality Assurance

• Provides quality assurance in support to all Projects screening of all Admin and HR related documents to make sure that they meet the required standards;
• Provide quality assurance in the recruitment process;
• Provide quality assurance in the Contract management process;
• Provides quality control and monitoring of the management of purchase orders in Atlas;
• Support the Admin and HR Officer in providing technical guidance within the Travel and HR Unit;

8. Guidance to the Admin and HR Personnel

• Support the Admin and HR Officer in providing overall guidance to Admin and HR personnel on development and establishment of monthly work plan;
• Revision of unit objectives to make sure that personnel are in line with ongoing priorities of the Unit

Education/Experience/Language requirements

Education

• Master's Degree in Administration, HR Management,Business Administration, Public Administration, Finance and Economics or any other related field;
• A Bachelor's degree, Associate Degree, or Certification in combination with relevant years of experience may be accepted in lieu of master's degree.

Work Experience

• Minimum of 4 years of experience in Administration, Human Resource/ Business Administration related field;
• Additional years of experience in related field wouldbe an asset.

Language

• Fluent in oral and written and English is required;

Competencies

Key Competencies

• Flexibility in understanding assignments;
• Sound computer skills;
• Capable of working in a multi -national/cultural environment;
• Reliable and able to work under pressure, with long hours;
• Able to travel to the UNOPS areas of operations;
• Knowledge of UN rules and regulations, particularly UNOPS Administration HR/ procedures would be an asset.

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration This position is open to Somali National ONLY Contract type: Local Individual Contractor Contract level: LICA 4 Step 4 Contract duration: 9 months For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

More Info and Application