The UNOPS seeks to recruit a human resources and administration analyst – Somalia

The HR & Administration Analyst works in close collaboration with the HR Specialist, Programme, Operations and Project Teams in ensuring effective HR Management. He/she is also involved in the day-to-day administration and personnel management to support the Programme as per the following:

Functional Responsibilities :

Summary of Key Functions :

The incumbent will be responsible for the following activities :

1. Support policy development and implementation ;
2. Advisory Services ;
3. Talent Acquisition and Administration ;
4. Team Management ;
5. Knowledge Building and Knowledge Sharing ;
6. Administration of personnel files, payments and the travel arrangements.

1.  Support policy development and implementation :

• Contribute to HR policy development and corporate HR initiatives by assisting to generate and maintaining data on trends, risks and opportunities and sharing local HR best practices ;
• Undertake projects in support of the HR initiatives for attainment of business objectives in line with the corporate HR strategy ;
• Generate strategic and operational workforce data for planning, including related statistical summaries and movements of UNOPS personnel within the relevant business unit/s ;
• Ensure appropriate mapping of HR business processes to enable efficient and effective services and workflows ;
• Communicate HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.

2.  Advisory Services :

• Provide guidance on HR related systems and processes, including but not limited to, Recruitment, Contracts, Benefits and Entitlements consistent with UNOPS rules and procedures ;
• Provide advice to personnel on HR services such as the performance appraisal process, learning & development activities, contracts, benefits, entitlements and remuneration and career development ;
• In collaboration with Integrated Practice Advice and Support (IPAS) HR, assist to provide guidance as needed on sensitive matters including grievances, potential violations in code of conduct, harassment, abuse, workplace disputes, performance improvement plans, complex employee relations matters, etc ;
• Encourage line management responsibility for implementation of HR policies and effective team management, providing guidance and coaching as needed. Foster the relationship between supervisors and personnel encouraging dialogue and two-way constructive feedback ;
• Collaborate with leadership to support institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.

3.  Talent Acquisition and Administration :

• Implement talent acquisition activities in line with UNOPS policies and processes covering Recruitment, Onboarding, Performance Management, Learning and Development, Change Management, Job Classification, Salary and Benefit administration, Contract Administration, Succession Planning and Out-processing ;
• In collaboration with IPAS HR, oversee administration of entitlements for all personnel and the efficient administration of contractual modalities, loans, exchanges, and secondments in the region. Inform and advise UNOPS and project personnel, consultants, partners on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding ;
• Oversee the provision of personnel reporting within the office, ensuring that systems and data are updated and in place ;
• Lead recruitment processes ensuring best practices are used for effective and efficient talent acquisition in line with UNOPS policy.  Utilize and maintain recruitment plans, tools and policy guidance to efficiently and effectively recruit and retain a diverse workforce to meet the needs of the business objectives. Maintain personnel rosters ;
• Provide support in realignment exercises, including job fairs, to ensure timely competency elaboration, sourcing, selection, placement of required talent and transitions as well as due process ;
• In collaboration with Head Quarters (HQ), identify key talent areas and provide coherent, well-developed plans for obtaining, developing, and managing critical talent.  Develop, utilize and recruitment plans, tools and policy guidance to efficiently and effectively recruit and retain a diverse workforce to meet the needs of the business objectives ;
• Liaise with UNOPS’ HR related units such as Shared Service Center (SSC) on all personnel administration matters ;
• Implement organizational changes and realignment exercises affecting personnel in UNOPS in accordance with UNOPS policy, ensuring personnel actions are taken in an efficient manner ;
• Partner with business units to take a lead role in engagement and work enrichment initiatives and development of annual training plans in collaboration with People and Change Group (PCG)

4.  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.

5.   Knowledge building and Knowledge sharing :

• Organize, facilitate and/or deliver training and learning initiatives for personnel on HR-related topics ;
• Contribute to HR knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in human resources management ;
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively ;
• Maintain HR analytic parameters and data.

6.   Administration of personnel files, payments and the travel arrangements :

• Provide support to travel and visa arrangements for incoming personnel, training and official mission and conduct timely induction/orientation briefings on a regular basis ;
• Participate in negotiation with government for facilitation of visa arrangement for in-coming and out-going personnel ;
• Ensure timely administration of payments and related transactions of allowable expenditures (payroll, none-payroll-payments, travel advance, Daily Subsistence Allowance (DSA) and other reimbursements, among others) ;
• Oversee all payment related to Admin and HR section to the various stakeholders either staff or external service providers ;
• Support in the supervision of the Admin/HR team; plan, organize and consistently provide capacity building to the team ;
• Ensure that all records related to recruitment, contracts, payments, insurance details and other mandatory certificates are complete, accurate and up-to-date.