Only candidates who are not nationals of the country of assignment are eligible to apply to this position
Hardship LevelH (no hardship)
Family TypeFamily
Residential location (if applicable)
GradePR5
Staff Member / Affiliate TypeProfessional
* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff memberโs country of nationality.
In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-06-24
Job Posting End DateJuly 13, 2023
Standard Job Description
Chief of Personnel Administration Section
Organizational Setting and Work Relationships
The position is part of the Human Resources Staff Service of the Division of Human Resources (DHR), whose mission statement indicates that DHR is a strategic, trusted and innovative partner in enabling UNHCR to protect and respond to persons of concern by attracting, motivating, retaining and developing a talented, diverse and agile workforce while nurturing a culture of excellence, respect and wellbeing for all.
The incumbent of this position supports the UNHCRโs People Strategy, contributes to the implementation of HR strategic priorities, and the transformation of the Division from a largely transactional model into a strategic business partner for field operations and senior management.
Under the supervision of the Head of HR Staff Services, the Chief of the Personnel Administration Section will manage and lead the Section comprising two Units of Personnel Administration, which include the Onboarding- and Offboarding Teams, two Country Support Teams, and the Training & Compliance Team. The Personnel Administration Section determines eligibility, administers contracts, entitlements and forms the backbone of data input into the integrated HR-Global Payroll system whose output is then further managed by the Global Payroll Section. The Personnel Administration Section provides efficient services relating to operational HR management within a culture of customer service and continuous business improvement, knowledge sharing and innovation.
The Chief of Personnel Administration Section advises the Head of HR Staff Services on human resources policy matters; proposes approaches to meet changing organizational needs; ensures implementation and consistent application of policies and instructions; supports the Head of HR Staff Services in monitoring and evaluating the effectiveness and recommends changes, as appropriate. The incumbent manages, in consultation with the Head of HR Staff Services, the assigned resources to provide timely and effective service to managers and field offices. The incumbent maintains sound staff-management relations and ensures consistent application and enforcement of rules, regulations, and standards.
In recognition of the need for harmonization of UNHCR priorities and operational needs with Staff Rules and Regulations, the Chief of Personnel Administration Section is also required to represent the Head of HR Staff Services at committees and task forces that may be formed to discuss, develop & formulate policies and procedures in relation to Resource Management. Within the core functions of the Chief, it is essential for the incumbent to liaise with the Director/Deputy Director of DHR, Section Chiefs, UNHCR Representatives and Units and services of other UN agencies as appropriate.
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 UNHCRโs core values of professionalism, integrity and respect for diversity.
Duties
Manage and oversee PAS Operations, ensure smooth procedures, and supervise the Sectionโs day-to-day administrative tasks.
Set work objectives for the Section and provide guidance and leadership for the attainment of the goals and objectives of the Section. Participate in the management of the Service to provide a coherent and integrated approach to HR management, set global standards and guidelines, set priorities, and allocate resources with a view to maintaining and updating a relevant Personnel Administration strategy for UNHCR and its staff.
Work with the Head of Service and the two Heads of Units to develop simplified HR processes and procedures that are staff-friendly and timesaving.
Oversees the activities of Section in terms of proper and accurate records keeping of personnel data and management of the library system of PER/IND files.
Liaise with Headquarters, in particular with other DHR units/sections, in order to stay abreast of all developments and issues relating to priorities of the organization and evolving issues on Human Resources with particular reference to Personnel Administration matters.
Provide support to the Head of Service in the development and implementation of policies and procedures related to staff services. Advise the Head of Service on exceptional measures that need to be taken to support the cause of the organisation but are outside the UN rules and regulations.
Provide support and guidance to staff members, especially at the request of the staff member.
Remain constantly alert and vigilant on issues related to the UNHCR Code of Conduct and staff disciplinary issues to ensure that DHR initiates and take the right actions to uphold the highest integrity of the organisation and its staff.
Contribute substantively to the preparation of various reports, briefings and comments in matters relating to Human Resources Management. These include responses to the observations of audit, IGO and Tribunal/Legal panels.
Provide advice and guidance to the IT support team on relevant IT matters in order to optimise the overall benefits of the HR Workday module.
Serve as the DHR representative on various inter-agency departmental groups and committees.
Enforce compliance with all applicable Human Resources regulations, rules, policies and procedures.
Allocate resources within the approved budget for the Section.
Exercise authority on a number of HR benefits and processes as per the HR matrix on delegation of authority.
Recommend cases for exceptional consideration and approval by the Head of Service in the application of Staff Rules and Regulations.
Represent UNHCR Management in both internal and external meetings within the UN on topics related to Human Resources.
Perform other related duties as required.
Minimum QualificationsEducation & Professional Work Experience
Years of Experience / Degree Level
For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree
Field(s) of Education
*Business Administration *Law *Social Science
*Human Resources Management *Public Administration or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
HCR Learning Programme
HCR Management Learning Programme
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Experience in an international capacity.
Desirable
Not specified.
Functional Skills
*CO-Drafting and Documentation
*HR-PeopleSoft Human Capital Management
*UN-UN Organizational Regulatory frameworks, policies, processes
(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.
Competency RequirementsAll jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies
Empowering and Building Trust
Judgement and Decision Making
Leadership
Managing Performance
Managing Resources
Strategic Planning and Vision
Cross-Functional Competencies
Change Capability and Adaptability
Negotiation and Conflict Resolution
Planning and Organizing
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 The incumbent of the position must have good knowledge of the UN Staff Rules and Regulations and have experience in administering contracts, determining eligibility, and assigning compensation and benefits to eligible staff. The incumbent must also possess experience in HR Service Delivery, preferably in the UN setup. The incumbent should possess excellent team management skills, analytical and decision-making abilities and should act as a focal person for managers and staff regarding the implementation of internal HR policies and procedures. Hands-on experience with cloud-based HR Information Systems would be an asset.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
The position is part of the Division of Human Resources (DHR) and reports directly to the Head of HR Staff Services. The incumbent of this position will manage and lead two Units of Personnel Administration, with the Heads of Unit reporting directly to him/her. S/he will work in close collaboration with the Chief of Global Payroll Section, the HRSS Knowledge Management Unit, the HRSS IT Unit, and the HRSS Admin Unit.
Living and Working Conditions:
Additional Qualifications
Skills
EducationBachelor of Arts (BA): Business Administration (Required), Bachelor of Arts (BA): Human Resources Management (Required), Bachelor of Arts (BA): Law (Required), Bachelor of Arts (BA): Public Administration (Required), Bachelor of Arts (BA): Social Science (Required)
CertificationsHCR Learning Program - UNHCR, HCR Management Learning Program - UNHCR
Work Experience
CompetenciesAccountability, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Negotiation & conflict resolution, Organizational awareness, Planning & organizing, Strategic planning & visions, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium Add. 3 to March 2023 Compendium - Part B
Additional Information
Functional clearanceThis position doesn't require a functional clearance