Human Resources Officer

Job categories Human Resources

Vacancy code VA/2023/B5014/25828

Department/office NYPO, PSC, Afghanistan Project Unit

Duty station Kabul, Afghanistan

Contract type Local ICA Specialist

Contract level LICA Specialist-8

Duration Open Ended

Application period 18-Apr-2023 to 30-Apr-2023

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Qualified female candidates without UN experience are encouraged to apply!!
Under the overall guidance and direction of the Support Service Specialist, the Human Resources (HR) Officer will support the effective and efficient operation of the UNMAS project office in terms of recruitment and personnel requirements.

Specific responsibilities and duties may include, but are not limited to:

 

HR Administration:

• Provide technical or administrative services in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy
• Actively participate in the development and drafting of Standard Operating Procedures (SOPs)
• Provide 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 conduct 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
• Conduct wide-ranging outreach activities within Afghanistan, particularly to women’s networks, with the aim to identify the best available talent for each vacancy
• 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 oneUNOPS, the HR funding tracker and/or in the Staffing Table
• Compile data for reports related to performance evaluations, staffing tables and others, as required
• Provide oral and written response to staff inquiries regarding their conditions of service; drafting of correspondence in relation to the inquiries for signature by designated Officer
• Management/update of the staffing tables and provision of statistical summaries related to them, including arranging and keeping track of movements of UNOPS Regional Office/Projects Centre personnel
• Prepare and submit on a regular basis monthly batch payroll for international and national staff members and personnel, as applicable, and process related entitlements such as Certification of Payment (CoP)
• Establish and implement a system for monitoring and tracking transactions to ensure timely, consistent and equitable provision of services with a client focus
• Briefing and guidance to clients and partners on the application, interpretation and applicability of the UN rules and UNOPS policies and procedures
• Review of Requests for Personnel Action (RPA) forms to ensure correct budget allocation, and for separating staff, verification that no financial obligations are due to UNOPS.
• Review of consultants’ qualifications and experience and drafting of Terms of Reference (ToR) determination of daily remuneration to be paid in accordance with the established fee schedule
• Ensure a properly working filing system of local and international personnel with respect to relevant documents, contracts, and payment files, and ensure the correct archiving of files when required
• Ensure audit compliance documentation and supporting files, and prepare audit reports as and when required
• Perform other duties as may be assigned

Travel Management:

• Provide administrative support on travel arrangements, security clearance, and visas
• Coordinate and manage Afghanistan visa on arrivals, reference numbers, visa extensions and passport collection/deliver in cooperation with UN AFG protocol unit
• Verify daily substenance allowance (DSA) payments, liaise with travel agencies for bookings, and other provide administrative services when it comes to travel management
• Gather and compile information on quarterly travel plans
• Develop and maintain good relationship with other UN agencies in Afghanistan in regard to accommodation for UNMAS AFG international personnel
• Provide regularly travel updates and travel reports to management
• Manage and coordinate travel related movements such as pick and drop from/to airport
• Prepare and process travel authorizations (TA), online UNHAS booking, MoPs, and MRF for official travels
• Manage and monitor hardship leave and R&R travels
• Raise and create travel related purchase orders (POs) and process payments

Knowledge sharing and capacity building:

• Assist with planning and delivery of appropriate training to UNMAS personnel in order to build capacity and transfer knowledge in HR and Travel related topics
• Contribute to the improvement of existing workflows, and assist with knowledge-sharing and capacity building initiatives including timely dissemination of HR-related communications and instructions
• Attend UN Afghanistan-wide HR practice meetings to build networks for recruitment, share knowledge and discuss common issues

Monitoring and Progress Controls

• Record and update functions and activities in applicable tracking sheets for recruitment, staffing tables, learning initiatives, and others
• Ensure compliance with applicable UNOPS rule and regulation for the Individual Contractor Agreement and Staff Rules and Regulations for staff members
• Regularly check revisions, changes, and other relevant information in the HR Knowledge System in the UNOPS Intranet, and communicate relevant changes to the supervisor and the team
• Ensure that documents and supporting files are accurate, complete and properly filed for audit purposes
• Complete end-to-end recruitment activities, limiting procedural turn-around times as per established benchmarks
• Make quality submissions to internal oversight bodies (e.g. LCPC/HQCPC) as may be applicable
• Complete personnel filing and archive system accurately

Final Product

• Complete recruitment tracks and closures as per time frame provided
• Perform satisfactory audit-passable documentation
• Produce accurate reports and data on staffing, leave/absence, and payroll, among others
• Ensure timely submission of contract preparations, amendments and separation

Education/Experience/Language requirements

• Advanced university degree (master or equivalent) is required; OR
• First level university degree (bachelor or equivalent) with 2 years of relevant experience is required; OR
• High School or Secondary School Diploma with 6 years of relevant experience is required

Experience 

• Relevant experience is defined as experience in human resources, business administration or relevant fields

Languages

• Intermediate in English (read, write, speak) is required
• Fluency in Dari and or Pashtu is required.