Functional Responsibilities

Under the direct supervision of the Support Services Manager, the HR Associate is responsible for administering and implementing services, plans, and processes covering the array of Human Resources Management service lines for optimal employee and talent management, i.e. recruitment, learning, performance management, transition, organizational development, and contract management. The incumbent serves as the first contact for internal and external clients in resolving questions on processes and procedures and providing guidance and information related to HR initiatives and services to a wide range of UNOPS clients. 

Functions/Key Results Expected

1. Support to policy development and implementation.
2. Advisory Services.
3. Talent Acquisition and Administration.
4. Administrative Support and Travel Management.
5. Knowledge Building and Knowledge Sharing.

1. Support to policy development and implementation

• Contribute to HR policy development and corporate HR initiatives by assisting in collecting data on trends, risks, and opportunities and sharing local HR best practices.
• Assist with projects in support of HR initiatives for the attainment of business objectives in line with the corporate HR strategy.
• Support the communication of HR policy changes and new HR initiatives to management and personnel, guiding as needed.

2. Advisory Services

• Guide HR-related systems and processes including but not limited to Recruitment, Contracts, Position Management, Performance Management, Benefits, and Entitlements consistent with UNOPS rules and procedures.
• Provide advice and guidance to personnel on administrative procedures, processes, and practices.
• Act as liaison between unit and internal and external clients and provides proactive customer service to expedite completion of projects, and provide information.
• As the first face of HR, ensure that new hires’ first impressions are positive and that they have all in-processing information completed.
• Advise hiring management and guide personnel on UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans.
• Provide advice to supervisors on good practices, policies, and procedures in performance management, including managing underperformance.
• Support the implementation of institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.

3. Talent Acquisition and Administration

• Assist in recruitment processes ensuring best practices are used for effective and efficient talent acquisition in line with UNOPS policy.
• Actively participate in workforce planning at the office and project level and guide clients through recruitment and selection processes. Take the lead on requisition initiation, longlisting, testing and interviews, formal approvals, selection minutes, reference checking, fee calculation, offers and rejections, and updating the recruitment online information system.
• Inform and advise UNOPS personnel, consultants, partners, and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
• Liaise with UNOPS’ HR-related groups such as SSC on personnel administration matters and submit transactional HR service data (normally within the ERP system).
• Research precedents and present recommendations to the supervisor, taking into account institutionalized exceptions. Research a range of HR-related issues and assist in the preparation of notes/reports.
• Establish and maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines. Follow up on teamwork processes to ensure clearance, approvals, and timely workflows.
• Answer questions and follow up with personnel and management to ensure completion of absence requests, performance management cycle, and other HR processes, etc. in electronic information systems.
• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.
• Set up and maintain reference files/records.
• Follow up or process payroll verification.
• Monitor the status of HR actions to facilitate timely action by supervisor and line management, including transactions initiated, expiring appointments/contracts, and pending separation actions.
• Support efficient planning and management of the HR unit, including drafting annual recruitment plans, implementing designated projects in line with the corporate HR strategy, overseeing personnel file systems as well as provision of related statistical summaries and tracking movements of UNOPS personnel within the relevant business units.

4. Administrative Support and Travel Management

• Full compliance of administrative activities with UNOPS rules, regulations, policies, and strategies.
• Support UNOPS administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
• Administrative support to program and project staff on flight bookings, airport transfers, accommodation bookings, and processing security clearances.
• Administrative support and services provided to key events on a timely and quality basis.
• Administrative support for official travel of program and project personnel in ticketing and obtaining visas for Afghanistan.
• Coordination of DSA, travel agencies, and other administrative services.

5. Knowledge building and knowledge sharing

• Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR-related topics.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and disseminating of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

• Research a range of HR-related issues and provide content for notes/reports including quarterly and year-end reports for monitoring, statistical, and review purposes by management.
• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.

Impact of Results

The effective and successful achievement of results by the HR Associate directly impacts on the compliant execution of HR processes in the respective unit and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.

Education/Experience/Language requirements

• First-level university (Bachelor’s Degree or equivalent) in Business Administration, Travel and Tourism Management, Human Resources, Public Administration, or any other related field with a minimum of two (2) years of relevant experience.
• Secondary school (High School or equivalent) with a minimum of six (6) years of relevant experience is required.

Experience 

• Relevant experience is defined as experience in experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services.
• A minimum of two (2) years of relevant experience is required with Bachelor’s Degree or equivalent; 6 years of relevant experience is required with Secondary school (High School or equivalent)
• Experience in travel management or support is desired.
• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required.

(** ‘Desired experience’ is simply experience that is ‘nice-to-have’. If you don’t have one or more of the desired experience items, you should nevertheless apply; your application will still be considered.)

Languages

• Fluency in English (reading, writing, speaking) is required.
• Fluency in Dari or Pashtu (reading, writing, speaking) is required.