Hardship LevelA (least hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeNOA
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-08-01
Job Posting End DateJuly 26, 2023
Standard Job DescriptionAssistant Human Resources Officer Organizational Setting and Work Relationships Assistant Human Resources Officer will function under direct supervision of the (Senior) Administrative or Human Resources Officer. Incumbent will handle HR related activities within the country/ operation, and he/she may directly supervise, coach and guide locally recruited staff responsible for the personnel administration and other HR related matters. He/she will assist the (Senior) Officer responsible for Administration/ Human Resources in the process of staffing and budget reviews, recruitment and appointment of staff, and in the performance management and staff welfare issues. Incumbent will have close working relationship with the staff-related services in UNHCR, such as the Personnel Administration Section (PAS), Affiliate Partnerships and Recruitment Section (APRS). Assignments Management Section (AMS), Talent Development and Performance Section (TDPS), Staff Health & Wellbeing Service (SHWS) and Global Learning and Development Centre (GLDC). All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties - Provide input in the preparation of the annual operations programme review submissions, and in the review of the training needs of the staff, making appropriate proposals to meet identified needs. - Advise and counsel staff members on their rights, obligations, benefits and entitlements in line with UN/UNHCR staff rules and regulations. - Assist in timely advertising and filling of General Service and National Officer vacancies. Prepare submissions for the review by the local Assignments Committee (AC). Process recruitment, assignment and reassignment of local staff for the country operation, in accordance with UN/UNHCR rules and procedures. - Conduct regular audit and verification of personnel records in the office, including audit of MSRP entries into HR module, as well as of the attendance, overtime and leave records. Monitor maintenance of the daily tracking system to ensure accurate information is provided on staff and families in case of emergency. Provide support, guidance and training to all staff performing personnel administration and other HR related functions. - Brief newly-arrived international staff on related administrative formalities; process and follow up on their accreditations and other related documents, and arrange for their onward travel to the field office, if applicable. - Supervise administration of UNHCR medical insurance plan for locally recruited staff. Assist staff and dependants in case of medical evacuation. - Assist in HR related activities of the security evacuation plan, ensuring relocations/evacuations are managed and administered in line with the provisions of the UN Security Management System Policy. - Maintain liaison with the support sections and divisions at headquarters, specifically with DHRM, on matters related to the recruitment and personnel administration support, medical and other issues of staff welfare and safety. - Enforce local compliance with the UN/UNHCR staff rules and regulations, as well as with the performance management system. - Clear issuance and extension of contracts for locally recruited staff. - Clear payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree Field(s) of Education Human Resources Management; Law; Administration; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Not specified. Relevant Job Experience Essential Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization. Desirable Knowledge of UN/UNHCR field operational realities, especially in hardship duty stations. Field experience with UNHCR and/or with other humanitarian organizations is an asset. High IT affinity and working experience of PeopleSoft/MSRP HR module, as well as with MSRP Financials and Focus. Functional Skills UN-UN/UNHCR Administrative Rules, Regulations and Procedures HR-PeopleSoft Human Capital Management FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other) PG-Resource planning FO-Operational activities in hardship duty stations (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile As part of the Bureau mandate, the Assistant HR Officer should possess:
- Demonstrated written, and oral communication including excellent drafting skills, and ability to work under pressure, in addition to demonstrated coordination skills, communication.
- Demonstrated skills in statistical analysis and the use of related softwares.
- And maturity in dealing with HR matters with confidentiality and discretion are core skills required for this position.
- The incumbent should also be able to travel on mission to countries within the Asia region to support operations in HR related matters and build capacity in local HR staff as and when required, hence, ability to ravel on missions is required.
- Demonstrated experience and functional skills in several HR areas in HR.
- Excellent experience in Recruitment and Assignments (processes and policies),
- Demonstrated experience and knowledge in international recruitments would also be a big asset.
Required languages (expected Overall ability is at least B2 level):
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Desired languages
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Operational context
Operational Context:
The Human Resources team in the Regional Bureau for Asia and the Pacific has a regional mandate in providing support on a wide range of HR roles and functions including oversight roles on a regular basis, to the country operations in the region. Within this framework, the HR team has streamlined its roles and responsibilities to function efficiently and timely.
The Assistant HR Officer, thus, is expected to have good experience and functional skills in HR areas. The incumbent of this position will serve as the Secretary to the Regional Assignment Committee which reviews local recruitments in eight different countries in the Asia and the Pacific Region including the Regional Bureau for Asia & Pacific and several HQ divisions based in Bangkok. Given the volume of submissions from the region, the Assistant HR Officer is expected to have established knowledge of the policy and procedures on Recruitment and Assignment Policy (RAP) as well as the rules and procedures of the Assignment Committee. Demonstrated experience in the role of a Secretary to RAC/LAC is an asset. The incumbent will also undertake periodic audit of local recruitments under Local Assignment Committees in the region and therefore, a very good experience of the rules and procedures is key to this position. As the primary responsible person for local recruitments and timely filling of national positions both at the Bureau and HQ divisions, a thorough knowledge of UNHCR local recruitment procedures and onboarding of new staff is required.
The Assistant HR Officer will serve as a backup for the Regional Bureauโs Human Resources Officer; therefore she/he is also expected to have an excellent knowledge of the international recruitment and administration of International Professional staff especially during emergency fast track assignments, and the Affiliate Workforce as well. Good knowledge of the HR System: Workday is required to make HR data entries for the national staff at the Bureau, and support countries in the region where there are no dedicated HR staff. Additionally, the incumbent will oversee the Affiliate Workforce recruitments and compliance in the Bureau and the Region, so she/he will be expected to maintain accurate and timely statistics and HR data in the region. Moreover, the Assistant HR Officer will also be responsible for the supervision and approval of medical reimbursements under the Medical Insurance Plan (MIP) for national staff based at the Bureau and HQ Divisions in Bangkok. Good knowledge of HR data management and reporting is required to keep Organigrams and other staffing lists updated for sharing with senior management.
Additional Qualifications
SkillsFI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), FO-Operational activities in hardship duty stations, HR-PeopleSoft Human Capital Management, PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
EducationBachelor of Arts (BA): Administration (Required), Bachelor of Arts (BA): Human Resources Management (Required), Bachelor of Arts (BA): Law (Required)
Certifications
Work Experience
CompetenciesAccountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration
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Compendium
Additional Information
Functional clearanceThis position doesn't require a functional clearance