ThaiNGO

HR Associate - Pre-Clearance, Multiple positions

Job categories            Administration, Human Resources
Vacancy code             VA/2024/B0049/27888
Department/office      MP, SSC, BSSC, Bangkok Shr Serv Centre
Duty station                Bangkok, Thailand
Contract type              Local ICA Support
Contract level             LICA-6
Duration                      Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
Application period     08-Apr-2024 to 08-May-2024
Link to apply               https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27888
 

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

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: 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

Under the direct supervision of the Personnel Administration HR Officer, the HR Associate - Pre-Clearance is responsible for reviewing recruitment processes to ensure proper implementation of recruitment rules. The HR Associate – Pre-Clearance works in close collaboration with the Programme, Project and Support Services colleagues administering ICA personnel globally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery to UNOPS and partner personnel in the ICA Award pre-clearance process. The HR Associate – Pre-Clearance provides compliance support to the field office support services function, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. Additionally, the HR Associate – Pre-Clearance promotes a client-oriented approach, consistent with rules and regulations. 

Functional Responsibilities

Summary of Key Functions:

1. Compliance and oversight support to recruitment processes
2. Support development of HR compliance practices and policy development 
3. Knowledge building and knowledge sharing

1. Compliance and oversight support to recruitment processes

• Provide client advice and review HR selection processes (normally within the oneUNOPS ERP system) including but not limited to ICA award pre-clearances.
• Review documentation submissions for accuracy and thoroughness, according to guidelines, vis-a-vis procedural and technical steps in the selection process, candidate sourcing, vacancy announcement particulars, longlisting and shortlisting, fee setting, etc.
• Ensure compliance with rulesets governing ICA award pre-clearance requirements and practices with a view of minimizing the risks for the clearance authority.
• Provides well-documented positive or negative recommendations to the clearance authority.
• Guide hiring offices and personnel on UNOPS pre-clearance processes and requirements.
• Provide guidance to hiring offices on administrative procedures, processes and practices within ICA award creation.
• Provide advice to supervisors and offices on good practices, policies and procedures in ICA award creation.
• Liaise with UNOPS’ HR related groups such as SSC and PCG to escalate relevant issues and seek advice.
• Establish and maintain monitoring systems, advising the supervisor and hiring offices on the status of pending requests and approaching deadlines.

2. Support development of HR compliance practices and policy development

• Synthesize lessons learnt as part of the compliance review process.
• 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.
• Contribute to HR compliance, practice improvement, and policy development as well as related corporate HR initiatives by assisting with the collection of data on trends, risks and opportunities.
• Assist with projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy.  
• Support the communication of HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.

3. Knowledge building and knowledge sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel on matters pertaining to the pre-clearance of ICA awards.
• Provide sound contributions to knowledge networks and communities of practice by disseminating  best practices in terms of HR compliance and ICA award creation.
• Support the communication on HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.

Competencies

	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.
	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.
	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).
	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.
	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.
	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.
	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, preferably in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines, is desirable and may substitute for some of the required years of experience, but is not a requirement. 
• Knowledge of UN policies, procedures and practices is desirable.
• Experience:
• Minimum of six (6) years of relevant experience in an international and/or national organization in providing support to recruitment, and/or HR-generalist support services and/or administration is required.
• Proficiency in computers and office software packages and experience in handling of web-based management systems is required.
• Experience in use of HR information and/or Enterprise systems is desirable.

Language Requirements:

• Full knowledge of English is required.
• Full knowledge of French is highly desired.
• Knowledge of other UN language is an asset.
• 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

• 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.
• This position is stationed in Bangkok, Thailand which is a family duty station.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• 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.