HR Associate (Port Sudan) – UNOPS

Job Description

Organization	United Nations Office for Project Services
Job Title	Human Resources
Vacancy code	VA/2024/B5312/29215
Department/office	AFR, ETMCO, Sudan
Duty station	Port Sudan
Contract type	Local ICA Support
Contract level	LICA-6
Duration	Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
Application period	09-Nov-2024 to 24-Nov-2024

 Background Information – Job-specific

UNOPS ETMCO is recruiting for this position: HR Associate based in Port Sudan, Sudan

Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply.  

Under the direct supervision of the HR Specialist, overall direction of the Country Manager in Sudan, Head of Support Services, and technical guidance of IPAS HR, the HR Associate is responsible for administering and implementing services, plans, and processes across various Human Resources Management service areas to optimize employee and talent management. This includes recruitment, learning, performance management, transition, organizational development, and contract management. The HR Associate serves as the primary point of contact for internal and external clients, helping to resolve questions on processes and procedures and providing guidance and information related to HR initiatives and services to a wide range of UNOPS clients.

 Functional Responsibilities

The HR Associate will be responsible for the tasks and responsibilities listed below.

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

Support to policy development and implementation

• Contribute to HR policy development and corporate HR initiatives by assisting to collect data on trends, risks and opportunities and sharing local HR best practices.
• 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.

Advisory Services

• Provide guidance on 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 of underperformance. 
• Support the implementation of institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.

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 work force planning at the office and project level and guide clients through recruitment and selection processes. Take lead on requisition initiation, longlisting, testing and interviews, formal approvals, selection minutes, reference checking, fee calculation, offers and rejections, and updating recruitment on-line 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 supervisor, taking into account institutionalized exceptions. Undertake research on 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 team work processes to ensure clearance, approvals and timely workflows 
• Answer questions and follow-up with personnel and management to ensure completion of absences 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 status of HR actions to facilitate timely action by supervisor and line management, including on 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. 

Team Management

• Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

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 of lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 

• Undertake research on 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.

Impacts of results

The effective and successful achievement of results by the HR Associate directly impact 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

Education:	Completion of Secondary education is required.First level University Degree (Bachelor’s Degree) in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable. Knowledge of  UN policies, procedures and practices highly desirable
Experience:	A minimum of six years experience for high school completion, OR a minimum of two years of experience with a Bachelor’s Degree in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services is required.Experience in the use of HR information systems is desirable.Knowledge of Google Suite applications is an asset.
Language Requirements:	Fluency in written, spoken and reading English is required.Knowledge of another official UN language is an asset.

 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.

 Contract type, level and duration

1. Contract type: Local Individual Contract (LICA)
2. Contract level: LICA 6
3. Contract duration : Ongoing ICA – ‘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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• 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 ( they take around 4 hours to complete)  in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.