Job: Human Resource/Travel Assistant

Location: Kabul
Deadline: Monday, 04 November 2013

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 - Afghanistan

Afghanistan

With more than 10 years of experience in the country, the UNOPS Afghanistan office supports national reconstruction and development efforts by providing projects with goods and services - from stand-alone, one-off solutions to long-term management and capacity development support. Based in Kabul, UNOPS in Afghanistan has sub-offices in every region of the country. The team implements projects in support of the Afghanistan National Development Strategy, in a wide range of sectors including infrastructure, education, environment and agriculture, and governance and rule of law.

Functional Responsibilities

1. General Background of Project / Assignment

The Mine Action Coordination Centre of Afghanistan (MACCA) supported by the United Nations in partnership with the Department of Mine Clearance coordinates the activities of the Mine Action Programme for Afghanistan (MAPA) including survey, mine clearance, battlefield clearance, mine risk education, and victim assistance activities throughout the country since 1989 and the mine action service sreach almost every corner of the country.

Within MACCA, the support services department is solely responsible for providing administrative support to MACCA operations. This includes a wide range of important routine support functions that are essential to the day-to-day running of operations in MACCA. Staff providing support services are mainly engaged in activities such as office administration; arranging travel and travel plans; overall office maintenance; hiring and placing workforce; personnel career development; monitoring personnel performance; managing organization assets and equipments; procurement of goods and services and providing over all financial support to the organization.

2. Purpose and Scope of Assignment

Under the general guidance from Head of Support Services and direct supervision of the Senior Human Resources Associate, the Human Resources/Travel Assistant ensures execution of transparent and efficient HR and Travel services. The HR/Travel Assistant promotes a collaborative, client-oriented approach and supports to the maintenance of high staff morale.

Under the overall guidance of the Head of Support Services, and overall supervision of the Senior HR Associate, the HR/Travel Assistant shall perform the following duties and responsibilities, but not limited to:

2.1 Human Resources

• Provision of a wide-range of HR services related to recruitment, leave and absence monitoring,performance management, tracking systems, reporting, payroll, administration,learning initiatives and separations, among others;
• Receive recruitment requests and assist in conducting a preliminary review of Terms of References (TORs) and Vacancy Announcements (VAs) for job posting through the Global Personnel Recruitment System (GPRS) or other sources;
• Prepare matrices,review long-lists, coordinate and arrange logistical procedures for written tests and/or interviews and prepare minutes;
• Facilitate all recruitment-related documentation for proper contract management including mandatory certificates, medical and reference checks and other types of documents in compliance with audit requirements;
• Prepare and submit requests for awards and note to file extensions as part of the contract administration process and issue contracts and/or amendments as applicable;
• Register details as appropriate in the Global Contracting System (GLOCON), ATLAS, or in the Staffing Table;
• Assist in compiling data for reports related to performance evaluations, staffing tables and others, as required;
• Prepare and submit on a regular basis monthly batch payroll for Local ICAs, international and national FT staff members, as applicable, and process related entitlements such as Certification of Payment, SOLA, R&R, Danger Pay and DSA;
• Ensure a properly working filing system of local and international personnel with respect to relevant documents, contracts, and payment files and follow through with a properly working archive system as required;
• Facilitate closure of accounts and files in GLOCON in case of staff and personnel separations;
• Facilitate and monitor insurance claims for reimbursements;
• Perform any other relevant task assigned by MACCA senior management

2.2 Travel

• Provision of a wide-range of travel, booking and visa services for MACCA and UNMAS in-compliance with Organizational Directives and Administrative Instructions related to entitlement travel and official duty travel for MACCA staff and complemented with accurate monitoring, tracking and reporting;
• Assist in all domestic and international bookings for air travels in coordination with vendor(s) for travel management services as well as appropriate coordination with WFP/UNHAS, UNAMA and other chartered-flight carriers approved by the UN Department of Safety and Security (UNDSS);
• Validate and conduct an independent research on flight options/routes through the most direct and economical route according to the travel policy and find alternatives that would result to cost-savings for the Organization in terms of soliciting promotions and frequent-flyer rewards from air carriers and transport operators;
• Ensure that all related documentations and per-requisites are complied with and checked against established policies and practices;
• Receive, check and process Travel Authorization (TA), booking request forms, Movement of Personnel (MOP), and other travel-related requirement and register each activity accordingly;
• Prepare, submit and follow-through on requests for new issuance and/or renewals of visas from the Ministry of Foreign Affairs (MOFA) and other embassies, as necessary;
• In coordination with the traveler, check and verify document requirements including eligibility, DSA payments, travel claim reimbursements and security clearances,among others;
• Raise purchase orders for all travel-related activities and payments and facilitate monthly reconciliation of accounts with Finance Section;
• Closely liaise-with staff other personnel on travel status concerning entitlements, routes,re booking, cancellations and payments, among others;

3.Monitoring and Progress Controls

• Accurate and updated records of all personnel, travel, visa for MACCA staff;
• Ensure compliance with applicable UNOPS ODs and AIs on the travel policy and associated revisions thereof;
• Ensure that documents and supporting files are accurate, complete and properly filed for audit purposes;
• Timely completion of travel service activities, limiting procedural turn-around times as per established benchmarks;

4. Final Product

• Satisfactory audit-passable documentation;
• Accurate reports and data on travel activities, among others;

Competencies

• Demonstrates integrity by modeling the UN's values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism;
• Integrity and professionalism in performing routine and core functions;
• Proficiency in computer systems and applications, and knowledge of HRIS systems on HR and Finance (payroll and purchasing)
• Knowledge of UN Rules and Regulations for various types of personnel;
• Ability to work long hours and under pressure in a stressful and multicultural environment;

• Values equality with respect to gender, race, nationality and culture
• Capable of working with others in a participatory and capacity building manner;
• Strong communications skills and ability to work in a team to achieve organizational goals;
• Good analytical skills; resourcefulness and initiative;
• Self-motivated,versatile and adaptable to different cultures and people;
• Willingness to take on added responsibility and to build team morale and consensus;
• Strong organizational skills, and an ability to multitask and prioritize work schedules with limited time frames;
• Ability to abide by security policies, administrative instructions, plans and procedures of theUN Security Management System and that of UNOPS.

Education/Experience/Language requirements

• Secondary Diploma required. A Bachelor's Degree in Business Administration, Tourism, Hospitality, or any other related field is an asset;
• 5 years of practical experience in Human Resources management, Travel or Administration;
• Proficiency in the use of computer systems and MS Office particularly Word and Excel required;
• Experience in systems particular to purchase orders, invoicing, and related financial transactions for reconciliation of accounts a distinct advantage;
• Previous experience from the UN/UNOPS or development organizations an asset;
• Knowledge of UN/UNOPS rules and regulations preferred;
• Excellent command of the English language (oral, writing and presentation).

Contract type, level and duration

Contract type: LICA Support Contract level: LICA-3 Contract duration: 6 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

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.

More Info and Application