HR Associate - Pre-Clearance (Spanish required) (Roster)

Job categories Administration, Human Resources
Vacancy code VA/2022/B0049/24867
Department/office FA, SSC, BSSC, Bangkok Shr Serv Centre
Duty station Bangkok, Thailand
Contract type Local ICA Support
Contract level LICA-6
Duration Open-ended,  subject to organizational requirements, availability of funds and satisfactory performance.
Application period    01-Nov-2022 to 30-Nov-2022
Please directly submit your application to this link:
https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=24867

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

Background Information - UNOPS 

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us

We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity

With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - BSSC 

The UNOPS Bangkok Shared Service Centre (BSSC) is a Shared Services Centre (SSC) unit established for the purpose of providing internal, global, cost-effective transactional services which enhance the operational capacity of UNOPS and standardize systems and procedures. The BSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration and payroll.

For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS' operations and the greater UN system.

Background Information - Job-specific 

Under the direct supervision of the Personnel Administration HR Senior Officer, the HR Associate - Pre-Clearance is responsible for reviewing recruitment processes to ensure proper implementation of recruitment rules. The HR Associate – Pre-Clearance works in close collaboration with the Programme, Project and Support Services colleagues administering ICA personnel globally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery to UNOPS and partner personnel in the ICA Award pre-clearance process. The HR Associate – Pre-Clearance provides compliance support to the field office support services function, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. Additionally, the HR Associate – Pre-Clearance promotes a client-oriented approach, consistent with rules and regulations. 

Functional Responsibilities 

Summary of Key Functions:

• Compliance and oversight support to recruitment processes
• Support development of HR compliance practices and policy development 
• Knowledge building and knowledge sharing

1. Compliance and oversight support to recruitment processes

• Provide client advice and review HR selection processes (normally within the oneUNOPS ERP system) including but not limited to ICA award pre-clearances
• Review documentation submissions for accuracy and thoroughness, according to guidelines, vis-a-vis procedural and technical steps in the selection process, candidate sourcing, vacancy announcement particulars, longlisting and shortlisting, fee setting, etc.
• Ensure compliance with rulesets governing ICA award pre-clearance requirements and practices with a view of minimizing the risks for the clearance authority
• Provides well-documented positive or negative recommendations to the clearance authority
• Guide hiring offices and personnel on UNOPS pre-clearance processes and requirements
• Provide guidance to hiring offices on administrative procedures, processes and practices within ICA award creation
• Provide advice to supervisors and offices on good practices, policies and procedures in ICA award creation
• Liaise with UNOPS’ HR related groups such as SSC and PCG to escalate relevant issues and seek advice.
• Establish and maintain monitoring systems, advising the supervisor and hiring offices on the status of pending requests and approaching deadlines. 

2. Support development of HR compliance practices and policy development 

• Synthesize lessons learnt as part of the compliance review process.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 
• Undertake research on a range of HR related issues and contribute data as well as draft notes/reports.
• Contribute to HR compliance, practice improvement, and policy development as well as related corporate HR initiatives by assisting with the collection of data on trends, risks and opportunities.
• Assist with projects in support of HR initiatives for 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, providing guidance as needed.

3. Knowledge building and knowledge sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel on matters pertaining to the pre-clearance of ICA awards.
• Provide sound contributions to knowledge networks and communities of practice by disseminating  best practices in terms of HR compliance and ICA award creation.
• Support the communication on HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.

Competencies 

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements 

Education:

• Completion of Secondary education required. First University Degree preferably in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable and may substitute for some of the required years of experience, but is not a requirement. 
• Knowledge of UN policies, procedures and practices is desirable.

Experience:

• Minimum of six years of relevant experience in an international and/or national organization in providing support to recruitment, and/or HR-generalist support services.
• Proficiency in computers and office software packages and experience in handling of web-based management systems is required.
• Experience in use of HR information and/or Enterprise systems is desirable.

Language Requirements:

• Full knowledge of English and Spanish is essential.
• Knowledge of another official UNOPS language is an asset.

Contract type, level and duration 

Contract type: Local Individual Contractor Agreement 
Contract level: LICA-6
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

 Additional Considerations 

• Please note that the closing date is midnight Copenhagen time.
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• This position is located in Bangkok, Thailand which is a family duty station.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.