Assistant Human Resources Officer -Melkadida, Ethiopia

Job Description

E (most hardship)

Non Family with Residential Location

Non Family with Residential LocationDanger Pay

Addis Ababa, Eth Fed Dem Rep

NOA

National Professional Officer

Reason

Regular > Regular Assignment

No

2023-05-31-07:00

February 26, 2023

Assistant Human Resources Officer Organizational Setting and Work Relationships

Assistant Human Resources Officer will function under direct supervision of the (Senior) Administrative or Human Resources Officer. Incumbent will handle HR related activities within the country/ operation, and he/she may directly supervise, coach and guide locally recruited staff responsible for the personnel administration and other HR related matters. He/she will assist the (Senior) Officer responsible for Administration/ Human Resources in the process of staffing and budget reviews, recruitment and appointment of staff, and in the performance management and staff welfare issues.

Incumbent will have close working relationship with the staff-related services in UNHCR, such as the Personnel Administration Section (PAS), Affiliate Partnerships and Recruitment Section (APRS).

Assignments Management Section (AMS), Talent Development and Performance Section (TDPS), Staff Health & Wellbeing Service (SHWS) and Global Learning and Development Centre (GLDC).

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks.

In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

Duties

– Provide input in the preparation of the annual operations programme review submissions, and in the review of the training needs of the staff, making appropriate proposals to meet identified needs.

– Advise and counsel staff members on their rights, obligations, benefits and entitlements in line with UN/UNHCR staff rules and regulations.

– Assist in timely advertising and filling of General Service and National Officer vacancies. Prepare submissions for the review by the local Assignments Committee (AC). Process recruitment, assignment and reassignment of local staff for the country operation, in accordance with UN/UNHCR rules and procedures.

– Conduct regular audit and verification of personnel records in the office, including audit of MSRP entries into HR module, as well as of the attendance, overtime and leave records. Monitor maintenance of the daily tracking system to ensure accurate information is provided on staff and families in case of emergency.

Provide support, guidance and training to all staff performing personnel administration and other HR related functions.

– Brief newly-arrived international staff on related administrative formalities; process and follow up on their accreditations and other related documents, and arrange for their onward travel to the field office, if applicable.

– Supervise administration of UNHCR medical insurance plan for locally recruited staff. Assist staff and dependants in case of medical evacuation.

– Assist in HR related activities of the security evacuation plan, ensuring relocations/evacuations are managed and administered in line with the provisions of the UN Security Management System Policy.

– Maintain liaison with the support sections and divisions at headquarters, specifically with DHRM, on matters related to the recruitment and personnel administration support, medical and other issues of staff welfare and safety.

– Enforce local compliance with the UN/UNHCR staff rules and regulations, as well as with the performance management system. – Clear issuance and extension of contracts for locally recruited staff.

– Clear payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.

– Perform other related duties as required.

Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level

For P1/NOA – 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree.

Field(s) of Education

• Human Resources Management; Law; Administration; or other relevant field. (Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

• Not specified.

Relevant Job Experience

Essential

• Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.

Desirable

• Knowledge of UN/UNHCR field operational realities, especially in hardship duty stations.
• Field experience with UNHCR and/or with other humanitarian organizations is an asset.
• High IT affinity and working experience of PeopleSoft/MSRP HR module, as well as with MSRP Financials and Focus.

Functional Skills

• UN-UN/UNHCR Administrative Rules, Regulations and Procedures
• HR-PeopleSoft Human Capital Management
• FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
• PG-Resource planning
• FO-Operational activities in hardship duty stations (Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

The incumbent should have a strong human resource management and personnel administration background with demonstrated experience in working in remote settings. S/he should have the ability to understand, and local dynamics related to recruitments and demonstrate political savvy in assisting management to navigate manage such dynamics.

S/he should have an in-dept understanding of UNHCR recruitment and assignment policies and procedures and offer sound interpretations thereof to managers in respect of age, gender and diversity considerations. S/he should have knowledge with other HR related policies that support both personnel administration as well as workforce planning. Having worked in operations that require balancing between local customs and expectations and United Nations HR principles and policies, while pro-actively advising and consulting relevant internal and external stakeholders, is an asset

The incumbent should thus have a proven record of outstanding awareness for the need to manage inclusive and balanced teams in terms of age, gender, and diversity. This includes carefully balancing considerations about equitable representation and required expert skills and competencies.
S/he should have demonstrated capacity to effectively contribute to teams with diverse backgrounds, experience in managing recruitment process in a politically sensitive context is an asset.

Subject to the nature of the task/assignment, the incumbent will lead on all HR and personnel administration matters, and work independently on routine tasks, and will follow instructions of the supervisor for more complex issues hence the need for a self-driven, highly reliable, and motivated person.
Given the special operational and local context, previous work experience in the Somali Region of Ethiopia is an asset.
Lastly, technical savvy, including mastering the new HR system workday, is an asset.

Nature of Position:

The Assistant Human Resources Officer will function under direct supervision of the Administrative Officer at Sub-Office Melkadida and work closely with the Head of Sub-Office on all human resource and personnel administration related matters. The incumbent will handle all HR activities within the operation, and he/she directly supervises a HR Associate whom he/she will guide and coach.

Sub-Office Melkadida is located in the south-eastern Somali region. In terms of staffing, there are currently (Jan 2023) 17 international staff and 82 national staff at Sub-Office Melkadida, with a variety of different contractual statuses (99 in total). The incumbent will assist the Officer responsible for Administration in the process of staffing and budget reviews, recruitment, and appointment of staff, and in the performance management and staff welfare issues. The is a high number of staff on AWF arrangements, which require specific and permanent attention in order to ensure business continuity.

As Melkadida Sub-Office is located in a very remote and under-served area of the country all staff live in a compound at all times. The working environment is characterised by extreme climatic conditions and few possibilities for leisurely activities outside the compound. These working conditions require special attention to staff welfare and safety, including ensuring diligent reporting on living conditions etc.
As a result of insecurity, famine, and environmental problems in Somalia, over 205,000 refugees fled from Somalia to Ethiopia and are accommodated in five refugee camps in the Dollo Ado/Melkadida area in the South-eastern part of Ethiopia under Sub Office Melkadida. UNHCR recognizes the global need for a broader, cultural shift from long-term care and maintenance to self-reliance and solutions-oriented planning and programming in its refugee operations within the context of the Comprehensive Refugee Response Framework (CRRF).

The Sub-office also responds to an internal displacement situation with over 648,000 individuals internally displaced due to drought, intercommunal conflict, and the threat of Al-Shabaab across the vast and remote area of operations (Dawa, Liban and Afder zones within the Somali Region).

Living and Working Conditions:

Accommodation will be provided by the Sub-Office Melkadida within the UNHCR compound with a monthly rental charge of about $582. All staff living in the UNHCR provided accommodation must pay their accommodation in accordance with the UNHCR Policy of UNHCR Provided Accommodation in the Field issued under the IOM/FOM 020/021/2012 dated 28 Feb 2012 as well as the Administrative Instruction on the Measures in Support of Personnel in High-Risk Duty Station (Non-Family Duty Stations Where Danger Pay Applied), UNHCR/AI/2018/11 dated 15 August 2018. All office and accommodation premises are within walking distance within the same compound.

The compound includes a medical facility staffed with a doctor and nurse for UN personnel, two cafeterias, and some facilities for leisure activities (volleyball court, basketball court, pool table, ping pong table, gym etc.).

Most accommodations are fully furnished, with a single room and living room with an open kitchen. They include their own duvet bed and bed sheet, private bathrooms, desk, AC, lamp, and closet. WIFI is available across the compound and in most of the apartments a private residential WIFI. Transportation in and out of Melkadida is usually by UNHAS flights (2.5 hours) directly to Addis Ababa. Due to road insecurity, road travel to Addis is not advised; it also takes more than two days. Only under unavoidable circumstances is it authorised.

Given the remote nature of the duty station, there are very few items that can be purchased in Melkadida, particularly food items and other personal items that staff may need. It is therefore advised that you bring such items with you. Food provision in the area is limited, with very few vegetables, it is advisable to carry your own food/ food supplements. Cleaning services take place from Monday to Friday.

Additional Qualifications

Skills

• FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other),
• FO-Operational activities in hardship duty stations,
• HR-PeopleSoft Human Capital Management,
• PG-Resource planning,
• UN-UN/UNHCR Administrative Rules, Regulations and Procedures

• BA: Administration (Required), BA: Human Resources Management (Required), BA: Law (Required)

Competencies

• Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

All applicants must be Nationals of the country and be locally recruited within the country of their employment. An eliminatory or complementary written test for shortlisted candidates may be conducted which will be followed by competency-based interview.

This position requires Functional Clearance