Senior Human Resources Assistant

DNon Family with Residential LocationNon Family with Residential LocationAddis Ababa,Eth Fed Dem RepGS5General Service

Reason

Regular > Regular AssignmentNo2024-01-01December 2, 2023Senior 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 UNHCR¿s 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 members¿ 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 officer¿s 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.The desired candidate profile for the Senior HR Assistant position should encompass a combination of education, experience, skills, and personal qualities that makes the candidate well suited to the role and the operational context.
• Experience in recruitment, staff development, performance management, and HR strategy implementation is essential.
• Experience working with international organizations, NGOs, preferably with knowledge of UNHCR policies and procedures will be an added advantage.
• Experience of administration of staff benefits programmes is essential.
• The incumbent should possess very good drafting skills in English with excellent client orientation and communications skills.
• Computer literacy and eagerness to learn is highly desirable
• S/he is expected to have a proactive mature attitude and be able to perform very well under stress.
• Knowledge of the local language (Qafar & Amharic) is an added advantage.

Personal Qualities:
• Adaptability and resilience: He/She should be capable of working in a challenging and sometimes volatile operational context, including emergency situations.
• Cultural sensitivity: An understanding and appreciation of the local culture in the Afar region and a respectful approach to working with diverse population.
• Strong teamwork and collaboration: The ability to effectively work in a team and foster a collaborative work environment.
• Integrity and ethical conduct: Highest standards of professional and ethical behavior in all HR activities

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Operational context

Occupational Safety and Health Considerations

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position

The Senior HR Assistant in the UNHCR Office is directly supervised by the Administrative Officer/Associate or another staff member when the scale of the operation requires it. The incumbent plays a pivotal role in ensuring the effective management of human recourses, by contributing to the organization’s mission of helping and protection to refugees and displaced persons in the unique and challenging operational context. The successful candidate will need to adapt to the region’s specific challenges and work closely with the UNHCR team to achieve its objectives.

Under the technical supervision of the Associate HR Officer based in UNHCR Mekelle’s Office, the Senior HR Assistant reports to the Head of Office in Semera, Afar and works closely with other administrative teams to provide HR services to the offices in Afar AoR.

The Senior HR Assistant is responsible for overseeing the recruitment process for national and international staff, ensuring that it complies with UNHCR policies and regulations. This included job posting, shortlisting, interviewing and selection. The candidate manages all HR functions, including performance management, staff development, and employee relations. He/She should provide guidance to managers and staff on HR related matters. In addition, the selected candidate must collaborate with program managers to assess staffing needs and develop workforce plans to meet operational requirements effectively.

The Senior HR Assistant prepares HR reports, statistics, and analysis for management, as well as for regional offices. The successful staff should manage payroll administration and benefits, and compensation related activities, ensuring accuracy and timely processing. The Senior HR Assistant must promote staff well-being and mental health initiatives in coordination with the main office considering the Afar region challenges. The candidate should be prepared to assist in emergency response situations, such as sudden influxes of refugees or humanitarian crises, by providing HR support as required.

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 UNHCR’s core values of professionalism, integrity, and respect for diversity.

Living and Working Conditions

Staff members should be prepared to operate under challenging conditions with limited resources in the Samara UNHCR Field Office. The Field Office deals primarily with several local camp environments with inherent risks to staff safety and health. Regardless of information campaigns, there are realistically few, or no COVID-19 protocols adhered to by the camp(s) population. Staff wear masks but will often work within large groups of refugees who do not. There is no facility offering quality health services in Semera. However, some public facilities do exist with limited sub-standard services in Dubti Hospital, located 10km away from Semera. It is recommended that staff with prescriptions should come with at least 3 months of prescription medication. For most health issues, even minor, staff will most likely fly to Addis Ababa for proper health care.

There are daily one-hour regular flights to the capital city, Addis Ababa, which could facilitate the replenishment of medical and other supplies. The region is extremely hot, especially from May to September. Consequently, the region is open for business from 7:00 am until 6:00 pm with most commercial and government entities closing between 12:00 noon to 03:00 pm.

Presently, Samara Field Office does not offer guest house services. Staff will have to rent in nearby hotels or subject to availability, seek accommodation in the WFP guest house. Banking services including ATM, Visa and Mastercard services are available in this town, yet they regularly run out of cash.

It is advised in some hotel facilities to exercise caution with regards abiding to Islamic rules and customs. Seek guidance and orientation from your Admin officer upon arrival.

Additional Qualifications

Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), HR-PeopleSoft Human Capital Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Certifications

Administration - Other, Secretarial - Other

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn't require a functional clearance