HR Senior Assistant
Position Summary Expectations - Duties, Responsibilities
Duty Station: Phnom Penh, Cambodia
Contract Level: LICA 5 / ICS 5
Contract Duration: Open-ended and subject to satisfactory performance, organizational need and budget availability.
Announcement Description
Under the direct supervision of the functional supervisor and the overall direction of the Head of Support Services as well as the technical guidance of IPAS HR, the HR Senior Assistant is responsible for providing technical and administrative support to the timely processing, recording, completion, monitoring, and maintaining of transactions and processes covering the array of Human Resources Management service lines in accordance with UNOPS’ HR rules, regulations and policies for optimal employee and talent management. S/he may serve as the first contact for internal and external clients in resolving questions on routine and standard processes and procedures and provision of guidance and information related to HR initiatives and services to a wide range of UNOPS clients.
Summary of Key Functions
- Support to policy development and implementation
- Advisory Services
- Talent Acquisition and Administration
- Team Management
- 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.
- Advisory Services
- Provide advice and guidance to personnel on administrative procedures, processes and practices for delivery of HR services.
- Act as liaison between unit and internal and external clients and provides proactive customer service to expedite completion of projects, and provide information.
- As an interlocutor 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 routine elements of UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans.
- Talent Acquisition and Administration
- Support the completion of recruitment processes including offers and rejections, and updating recruitment on-line information system in line with UNOPS policy.
- Undertakes reference checking, elements of longlisting, and organization of testing and interviews; fee calculation, minutes of general-service recruitments,
- Finalizes selection and other process approvals.
- Inform and advise UNOPS personnel, consultants, partners and project personnel on routine aspects and elements of their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
- 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.
- Maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines.
- 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.
- Manage record maintenance; including personnel file systems as well as provision of related statistical summaries and tracking movements of UNOPS personnel within the relevant business unit/s.
- 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.
- Education
- Secondary/high School Education is required.
- A University Degree preferably in HR, Business Administration, Psychology, Communications or related fields would be desirable, and may substitute for years of experience, but it is not a requirement.
- Knowledge of UN/UNOPS policies, procedures and practices is highly desirable.
- Experience:
- Minimum of five years of relevant experience in an international and/or national organization in providing HR advisory, recruitment, and/or HR-generalist services is required.
- Experience with the usage of Google suite is highly desired.
- Experience in use of HR information systems, Enterprise systems including OneUNOPS is an asset.
- Some experience in UN system organizations is desirable.
- Language
- Fluency in written and oral English is highly desired.
ICT Officer
Position Summary Expectations - Duties, Responsibilities
Duty Station: Phnom Penh, Cambodia
Contract Level: LICA 8 / ICS 8
Contract Duration: Open-ended and subject to satisfactory performance, organizational need and budget availability.
Announcement Description
Under the direct supervision of the Head of Support Services, and technical guidance of the ICT colleagues in HQ, the ICT Officer is responsible for efficient and effective ICT management and support to the operations in a given geography. In the discharge of her/his duties, the ICT Officer liaises with UNOPS programme support colleagues, in order to ensure best support.
- Provides effective ICT management, focusing on achievement of the following results:
- Assessment and evaluation of information technology capacity and requirements of the office in terms of updating hardware and software to acceptable global levels.
- Identification and prioritization of areas where improvements need to be addressed to be able to effectively support the organization in achieving its goals and priorities. Provision of cost implications and benefits of recommendation for budget consideration.
- Contribution to the planning of global IT strategies and policies by representing the office and providing feedback on local IT requirements, technical capacity in terms of web technology, support and skills available.
- Conduct of ongoing proactive evaluation of system performance, identifying areas of inefficiencies and potential problems. Collaboration with management for corrective actions to achieve improved and uninterrupted services. Recommendation of back-up options in potential problem areas that are beyond one’s control.
- Ensuring security of information technology operation at all times. Development of back-up programmes and ensuring strict implementation.
- Establishment of control systems to ensure that all information technology equipment is maintained regularly and in proper working condition.
- Interaction with HQ and IT staff in other UN agencies in the area and participation in information exchange meetings for systems co-ordination, consistency in direction, policy and standards; also for knowledge sharing on software expertise.
- Identifies, introduces and maintains software applications, focusing on achievement of the following results:
- Identification of new areas where computerization is advantageous and applicable. Recommendation of applicable software packages to use, understanding user/clients specification, needs and requirements to achieve client satisfaction.
- Maintenance of application systems and in collaboration with clients/users mutual agreement on changes/modifications to existing programmes and reports generated to ensure continued system effectiveness and relevance. Provision of reports, ad hoc or otherwise, required for management information and as a tool for decision-making.
- Provides efficient network administration, focusing on achievement of the following results:
- Up to date with changes in the technology and availability in the area.
- Implementation of corporate information technology policy changes applicable to the office, if any, to be compatible and up to par with other offices and achieve a global IT plan.
- Provides efficient telecommunications service, focusing on achievement of the following results:
- Recommendation of strategies to ensure and improve global connectivity and telecommunication facilities.
- Proactive maintenance of telecommunications equipment to avoid interruption of service.
- Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
- Organization of training for the operations/projects staff on IT-related topics to ensure personnel have sufficient ICT knowledge to perform their primary functions.
- Advice to management, clients and colleagues on subject matter expertise.
- Sound contributions to knowledge networks and communities of practice.
- Synthesis of lessons learnt and best practices in IT.
- Provide ICT Support to Project offices under Cambodia Multi Country
- Provide ICT oversight functions and directly coordinate with ICT focal points in the sub-offices.
- Asset Management:
- Update and manage the Asset Module in oU with regards to assets to ensure all the assets are properly reflected.
- Coordinate with custodians to ensure that all assets are tagged and accounted for in accordance with UNOPS’ policies and instructions.
- Update Asset Management Standard Operating Procedures.
- Coordinate the bi-annual and annual physical verification of assets in order to improve asset related data accuracy and ensure the asset info is reflected correctly in UNOPS Corporate Financial Statements.
- Ensure that all lost, damaged, sold, stolen, transferred, or other items are properly recorded; Ensure that in case of loss or damage assets, correct procedures have been fulfilled.
- Upload the documents related to the Asset Management including: Procurement, receipt, movement, loan, transfer, inventory, and disposal of assets in UNOPS formats.
- Ensure compliance with UNOPS Financial regulations and rules, organizational Directives (ODs) and Administrative Instructions (AIs) on asset management.
- Education
- Advanced university degree (Master’s degree), preferably in Information Systems, Information Management, Computer Science or related disciplines, is desired but not required.
- Bachelor’s degree in combination with 2 years relevant work experience may be accepted in lieu of the Master degree.
- Experience:
- A minimum of one (1) years working experience in ICT management, Computer Systems Security and/or related fields is required;
- Experience in the usage of computers and office software packages and experience in handling of web-based management systems is an asset;
- Experience of using System Administration tools such Windows 2012, Active Directory Group Policies, TCP/IP, DNS Windows Server, Advanced Server, Web Server and Exchange Server is desired.
- Good working knowledge and skills on the Google Workspace (i.e. Google Drive, Google meet, docs, sheets, slides, calendar, emails, Google forms, etc.) is an added advantage.
- Working knowledge of LAN and WAN networks is desired;
- Knowledge of the /UN system and familiarity with UNOPS procedures is an asset.
- Language
- Fluency in English is strongly desirable.
