The Programme HR and Administration Associate reports to the Programme Manager and carries out the following:
Administrative Tasks:
· Assist in development and maintenance of Administrative Standard Operating Procedures (SOPs) in conjunction with the UNOPS-JMOC (Jerusalem Operations Centre) office.
· Provide support to UNOPS PSP personnel, and work with UNOPS-JMOC HR staff, to ensure national administrative requirements (visas, travel documents, work permits, identification cards, etc.) are monitored and kept up-to-date.
· Provide solutions and assistance for personnel official travel into and out of the duty station.
· Maintain and distribute updated forms and templates; provide training and support to PSP staff on the procedures for completing forms accurately.
· Manage distribution and train PSP staff on use of comprehensive administrative policies pertaining to travel, import/export of goods, staff dependants, etc.
· Coordinate local and international travel, meetings and workshops. Provide logistical support with regard to hotels, housings, catering and all other details as required.
· Assist in assessing different phases of office management and share “lessons learnt” with the Project Teams/Staff and Management.
· Maintain close communication with other administrative staff to ensure constant exchange of best practices and standardization of approaches.
Human Resources Tasks:
· Ensure full compliance of records and documentation to meet UN rules and regulations, requirements, UNOPS policies, procedures and internal strategies.
· Provide HR planning; working with JMOC HR to fill vacancies in the most beneficial and streamlined fashion.
· Ensure that hiring of project personnel and disbursements of funds are undertaken according to financial rules and regulations.
· Ensure JMOC recruitment processes are planned and implemented in line with UNOPS rules and regulations and are aligned with JMOC Strategy and priorities.
· Assist in development and maintenance of an internal candidate roster for local staff in JMOC primary roles (finance, procurement, engineering, etc)
· Assist in development and implementation of tracking tools to monitor recruitment status and other indicators for management purposes.
· Ensure proactive customer service to clients alerting the supervisor to any problems or delays in the stages of the recruitment process.
· Assist in the induction of PSP staff, in accordance to UNOPS-JMOC rules, through the March In/Out process,
· Provide personnel management for PSP staff, managing and providing support with regards to personnel filing, contract management, entitlement management and adhoc personnel issues.
· Provide information to the management and staff on HR strategies, rules and regulations, strategic use of contractual modalities, application of entitlements, visa applications, Government of Israel related documents and security clearances.
· Maintain payment requisitions, updated vendor information and purchase orders in ATLAS to facilitate the payment of project staff and contractors.
· Maintain personal files in the project capacity for the project personnel.
· Monitor staff leave balances and R&R entitlements of international staff members/ICA holders and local contractors.
· Monitor the monthly attendance sheets for the project local and international contractors. Process and administer the monthly salaries for project personnel in close collaboration with the Finance Department and staff managers. Manage the HR database in GLOCON and other corporate systems; ensuring the database of National and International Consultants have complete and current information
· Process and administer all non-payroll entitlements of PSP personnel including, but not limited to: F10 claims, DSA, actual/lump sum travel costs, etc, and provide advice thereto.
· Provide substantial advice and guidance to the Project Managers and project team members on all HR related issues.
· Preparation of contracts and recurring POs in Atlas. Timely follow up with Finance staff on Global Payroll issues.
· Prepare and review submissions for appointment of both national and international personnel to the appropriate authorities.
· Organization of trainings for the operations/ projects staff on HR issues and other related topics for personal development.
· Synthesis of lessons learnt and best practices in HR.
· All other duties as required.
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