Hardship LevelB
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-10-27
Job Posting End DateNovember 10, 2023
Standard Job DescriptionSenior Human Resources Assistant Organizational Setting and Work Relationships Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR). 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 - Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff. - Process local staff membersยฟ contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures. - Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office. - Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations. - Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations - Assist with shipment of their personal effects in coordination with the logistics section. - Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency. - Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records. - Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs. - Initiate routine correspondence on HR matters for the authorizing officerยฟs approval. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher Field(s) of Education Not applicable Certificates and/or Licenses Secretarial Administrative (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization. Desirable Field experience with UNHCR and/or with other humanitarian organizations is an asset. High IT affinity and working experience of PeopleSoft/MSRP. Functional Skills IT-Computer Literacy PG-Resource planning FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other) HR-PeopleSoft Human Capital Management UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) (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 The incumbent will work in close collaboration and coordination with the HR team under the supervision of the Assistant Admin Officer and primarily perform the functions as per the Job description. The incumbent must demonstrate qualities and a proven ability to manage human resources functions. The incumbent must be able to communicate clearly and effectively and establish an enabling and collaborative working environment. Experience with identifying and coordinating staff training and capacity-building needs and activities. Working experience with UN/UNHCR and international public sector organizations is an added advantage. The successful candidate should mandatorily demonstrate good English language knowledge, both written and oral, and the language of Portuguese as desirable. Interested applicants must be a national or legally present in Angola at the time of application, selection process, and hire.
Required languages (expected Overall ability is at least B2 level): English
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Desired languagesPortuguese
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Operational context
Occupational Safety and Health Considerations:
To view occupational health and safety considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel
Nature of Position:
UNHCR Angola oversees assistance and protection programmes and their related activities in the Lovua refugees' settlement and the urban areas in Dundo and Luanda to meet the basic needs of Persons of concern related to shelter, WASH, education, health, protection, GBV, and livelihoods.
The Human Resources unit of BO Luanda, Angola, comprises two staff members: the Human Resources Associate and the Senior Human Resources Assistant.
The Senior Human Resources Assistant will be based in Country Office, Luanda, Angola and extend HR support to the Field Office, Dundo.
The Senior Human Resources Assistant will, among others, act as a backup focal point to the Human Resources Associate of the Individual Contractors and contracts and will support Representation and other supervisors and managers on the relevant policies and administrative instructions on all types of contracts. S/he will be expected to promote a collaborative, client-oriented approach to work situations, adapt communication with a variety of constituencies, and respond to all levels of UNHCR and external partners such as UNOPS and UNDP.
The incumbent will directly report to the Assistant Admin Officer with no supervisory role. S(he) will support in a backup role, the Human Resources Associate.
The Senior Human Resources Assistant will be responsible for the areas highlighted in the standard job description, with additional roles that the supervisor may occasionally assign.
Living and Working Conditions:
The incumbent will be based in Luanda, the capital city of Angola. Luanda is the largest city in Angola, with approximately 2.5 million inhabitants. Luanda is a family duty station category B. The city is considered security-stable, where staff members can rent apartments and/or houses with access to running water, electricity, internet, and cable TV.
Most banks, markets, and hotels are open from 8:00 to 15:00 for six days a week. Some banks offer the possibility of opening accounts in foreign currencies. Within Luanda, health centres and hospitals are fully operational. Angola's healthcare system is comprised of public and private services.
In Luanda, most medical services are available; UNHCR currently does not have a payment guarantee with any provider; upfront payment may be required. The quality of services rendered at public hospitals is below international standards, and recurrent shortages of basic medicines and supplies occur.
In response to the COVID-19 pandemic, the Government of Angola launched a program to prevent and control the spread of COVID-19. By the end of September 2022, 24.12 % of the target population had taken at least two vaccine doses. A face mask (covering both nose and mouth) is required in healthy centres/ hospitals, pharmacies, and some public areas.
Like many other large cities, Luanda's crime threat level is moderate. Burglaries in residences and robberies can occur at night in some parts of the city. A high level of vigilance and alertness is always required.
Additional Qualifications
SkillsFinancial Assistance
Education
CertificationsAdministration - Other, Secretarial - Other
Work Experience
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
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Additional Information
Functional clearanceThis position doesn't require a functional clearance