HR Associate (Recruitment Support Services), Multiple positions

Background Information – BSSC

The UNOPS Bangkok Shared Service Centre (BSSC) is a corporate delivery platform of transactional services under the Shared Services Centre (SSC). BSCC was established for the purpose of: providing global cost-effective transactional services, enhancing the compliance and operational capacity of UNOPS, increasing efficiency, reducing costs and standardizing systems and procedures. BSSC provides global HR shared services related to personnel administration.

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

Based in Nairobi, Kenya and under the direct supervision of the HR Officer – Recruitment Support Services, the HR Associate – Recruitment Support Services is responsible for effectively administering and implementing HR recruitment support services across the organization.

The HR Associate – Recruitment Support Services works in close collaboration with the Programme, Project and Support Services colleagues administering UNOPS and partner personnel globally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery, particularly in terms of recruitment processes. S/he provides recruitment support to field offices, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery.

The HR Associate – Recruitment Support Services promotes a client-oriented approach, consistent with the governing rules and regulations for HR management and selections in UNOPS. S/he works in close collaboration with the managers of the different field offices to ensure consistent service delivery and efficient and timely recruitments. S/he closely monitors recruitment plans and recruitment KPIs.

Functional Responsibilities

Summary of Key Functions:

• Support to Recruitments and Talent acquisition
• Recruitment Guidance Services
• Knowledge Building and Knowledge Sharing

1. Support to Recruitments and Talent acquisition

• Coordinates recruitment and selection processes from beginning to end, e.g.
  • create vacancy announcements in UNOPS’ online recruitment system
  • support with preliminary shortlist in line with the established SOP
  • administer written tests including plagiarism and AI checks
  • coordinate the scheduling of interviews and written tests, as appropriate, on behalf of the hiring office
  • conduct reference checks
  • initiate fee-setting exercises
  • take minutes during interviews and finalize the overall selection minutes with active input from panel members (English-language panels)
  • create ICA awards in the UNOPS ERP system, uploading all supporting documentation to the document manager
  • prepare offers to candidates and answer their questions
• Serve as the HR Representative on interview panels.
• Review supporting documentation to ensure completeness of hire packages and support submissions for review by the appropriate panel, e.g. ASB, ASP, LCPC, HQCPC.
• Ensure best practices are used for effective and efficient talent acquisition in line with UNOPS policy.
• Ensure policy compliance to all recruitment processes.
• Guide clients through recruitment and selection processes.
• Liaise with UNOPS’ HR related groups such as SSC on personnel administration matters and submit transactional HR service data (normally within the ERP system).
• Answer questions and follow-up with personnel and management to ensure completion of recruitment 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.
• Support efficient planning and management, including liaising with internal clients/hiring managers to anticipate their recruitment needs, developing recruitment plans, setting-up and maintaining dashboards to monitor the status of recruitments and recruitment KPIs.

2. Recruitment Guidance Services

• Provide guidance on HR related systems and processes including but not limited to Recruitment, Contracts, Position Management, Benefits and Entitlements consistent with UNOPS rules and procedures.
• Research of precedents and analysis of merits of specific requests (for example waivers of recruitment policies); presentation of recommendations, taking into account institutionalized exceptions, and submission of recommendations for the approval of departure from established policies, procedures and guidelines.
• Provide advice and guidance to personnel on administrative procedures, processes and practices related to recruitments and the technical administration of personnel in the ERP.
• Act as liaison between unit and internal and external clients and focuses on a positive client experience and a business partnering approach.
• Advise hiring managers and guide personnel on UNOPS recruitment policies and processes and best practices.
• Support the implementation of institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.

3. Knowledge Building and Knowledge Sharing

• 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 vis-a-vis recruitments.
• Assist with projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy.
• Organize, facilitate and/or deliver training and learning initiatives for personnel on recruitment-related topics including to less experienced/new personnel in the team.
• Provide 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 contribute data as well as draft notes/reports.
• Support the communication on HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.
• Contributes to knowledge management projects.
• Support process efficiency initiatives.
• Provide input to the development and maintenance of corporate systems and tools.

Competencies

Integrity & Inclusion: 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.

Leading Self & Others: 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.

Partnering: 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).

Results Orientation: 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.

Agility: 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.

Solution Focused: 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.

Effective Communication: 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 is required.
• First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable but not a requirement and may substitute for some of the required years of experience.

Experience:

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

Language Requirements:

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

Other Requirements:

• Within the required working hours (8 hours per day plus a 30 minute lunch break), some flexibility to accommodate recruitments occurring outside the Nairobi time zone (GMT+3) is expected.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA)
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 Information

• This position is stationed in Nairobi, Kenya which is a family duty station.
• 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

• 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.