Job: Administration and Human Resources Associate

Location: Nairobi with travel to Somalia 
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 Actionsupports 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

The Admin and Human ResourceAssistant support the Management and Administration for the section in accordance with relevant established policies and procedures governing Administrationand Human Resources activities. He/ She The Human Resources Associate reportsto the Admin/ HR Officer and also receive guidance from the Head of SupportServices. The Admin/ HR will be responsible for the following;

1. General functions

• Undertakesactions related to the Administration of the unit's activities, e.g., managementof the administration of local personnel contracts in line with UNOPS rules andprocedures, recruitment, policy adviseetc….
• Liaises with UNDP and other UNagencies when appropriate to ensure consistency with other UN wide regulationsand rules ( SSAFE, UN Training, etc…) .
• Monitorand track status of all request and initiate follow up action to ensureselection review submission is timely, accurate and contains completedocumentations;
• Draftand submitted all correspondence and related documentation for the signature of designated Authority;
• Briefcandidates regarding entry details and ensure quick action to facilitate theirtaking up the assignment on a timely basis;
• Ensureproactive customer service to clients alerting the supervisors and Program Manager of any problems or delays in the stagesof any process;
• Reviewpertinent data and precedents and, if appropriate, establish a system formonitoring and tracking transactions to ensure timely, consistent and equitableprovision of services with a client focus.
• Prepareand dissemination of reports and statistics for monitoring purposes;
• Supportthe planning organization and logistical arrangements for workshops, corporatemeetings, and retreats;

2. Induction

• Ensurecoordination with Logistics Unit on all logistics for newly appointed personnel
• Preparationof ID documentation for newly appointed personnel
• Maintainand disseminate welcome packages and brief new recruits in Mine Action proceduresand administrative formalities.

3. ContractAdministration

• Maintainup-to-date staff database via the Master list for all Mine Action personal;
• Maintainup to date staff records and verify personnel information as necessary;
• Securemanagement of personnel records for allpersonnel ,
• Ensureproper filing system and all relevant documents fulfilling audit requirementsare in place;
• Monitorstatus of contracts, follow up with project managers on performance evaluations;
• Clarifyqueries on contractual arrangements in line with UNOPS rules and regulations;
• RaiseAtlas Purchase Orders (PO s) for contracts and ensure accuracy of Charts ofAccounts;
• Basedon duly certified Certificate of Payment (COP), raise Atlas receipts to processsalary payments on monthly basis within the stipulated time;

4. Leave Management

• Maintainup-to-date leave record and verify as necessary for Mine Action personal;
• Ensureproper filing of all approved leave request and all relevant documentsfulfilling audit requirements are in place;
• Monitorstatus of movement of personal, follow up with project managers on attendancesheet accuracy;
• Clarifyqueries on leave request and balances
• Ensure that the Global leave system is up to date and that all approved leave arerecorded and leave balances are accurate

5. Payments

• Receiveand 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 - Thurayabills/Iridium bills; Indigo IndianOcean; CTG Invoice; MFI 4th quarter 2012 payment; DHL payment; JIM Cab; Fuel –UNON)
• Followup with the Finance section that the Payment are on time
• Ensurethat all payment are correctly filled and recorded

6. Travel

• Providescustomer with details about the travel inquiries such as visa requirements andmandatory inoculations required by the health Authorities before the travelcommences.
• Communicateclosely with travelling staff on their travel dates, tickets, and updates onchanges to their travel
• Printsor requests transportation carrier tickets, using computer printer system orsystem link to travel carrier

7. Guidanceto the Admin and HR Personnel

• Supportthe Admin and HR Officer in providingoverall guidance to Admin and HRpersonnel on development and establishment of monthly work plan;
• Revisionof unit objectives to make sure that personnel are in line with ongoingpriorities of the Unit ;

Education/Experience/Language requirements

Education

• High school Degree is required
• 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 Contract type: Local Individual Contractor Contract level: LICA 3 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