Background Information – UNOPS
UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.
THOHThailand Operations Hub (THOH) is a UNOPS business unit under the UNOPS Asia Regional Office and it was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.
The Hub comprises three main portfolios –THOH Thailand, THOH Indonesia and THOH Pacific and provides a wide range of services including Project Management, Transactional HR, Financial, and Procurement to clients that include other UN entities, INGOs and governments/government agencies donors.
BRG Results Enabling Facility (BRG REF)
Seasonal peatland fires are now compromising Indonesia’s economic and social development by creating considerable threats to health, the environment, and the economy. In 2015 peat fires and their related haze resulted in the hospitalization of more than half a million people due to acute respiratory infections. These fires that raged through 2.6 million hectares of forest and peatland areas in the islands of Kalimantan and Sumatra released 1.6 Gts of CO2e, surpassing the annual CO2 emissions of advanced industrialized nations such as Germany, France, and others. Direct and indirect damages cost the Indonesian national economy an estimated USD 16 billion, about 2% of its annual GDP.
In recognition of the importance of peatlands for climate change mitigation, the Government of Indonesia through Presidential Regulation No 1/2016 constituted the Peatland Restoration Agency (BRG). BRG has an important mandate: prevent forest fires, especially in peatland areas, as well as restore 2 million hectares of peatlands devastated by forest and land fires. The Agency identified 7 target provinces for peatland restoration and fire prevention activities in Riau, Jambi, South Sumatra, West Kalimantan, Central Kalimantan, South Kalimantan and Papua.
Since its establishment in 2016, Norway has been supporting BRG, as current support to the BRG by the Norwegian Government falls within the wider partnership between Norway and Indonesia established in 2010 through the Letter of Intent (LOI) to reduce emissions from deforestation and land degradation of forests and peatlands with USD 1 billion over the next few years. The USD 1 billion support is part of an international climate mitigation initiative (UNFCCC) supported programme that uses international aid to counter forest degradation in various parts of the world, and this is one of the largest ever contribution made to reduce deforestation.
In the framework of this background, Norway and BRG have asked UNOPS to develop a flexible multiyear administrative support mechanism for managing Norway’s financial support to BRG through the establishment of the BRG Results Enabling Facility (BRG REF). The mechanism has within its scope a back-office management component and a service, procurement, grants management and a delivery component.
UNOPS THOH is hiring for the position of Human Resources (HR) Assistant. Reporting to HR Analyst, the Human Resources Assistant is responsible for providing support to HR services under the BRG-REG and UNOPS Indonesia office while ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The incumbent shall promote client-orientation and consistency with rules and regulations approach in the Unit.
The HR Assistant works in close collaboration with the BRG-REF personnel, Indonesia Programme personnel, THOH Support Services team and with UNOPS HQ staff to exchange information and ensure consistent service delivery.
Summary of Key Functions
- Implementation of HR strategies and procedures
- Implementation of HR services
- Knowledge building and sharing
Duties and responsibilities
Reporting to HR Analyst and with technical guidance and supervision, the HR Assistant is responsible for the following:
Ensure implementation of HR strategies and procedures, focusing on achievement of the following result:
- Full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.
Implement HR services focusing on achievement of the following results:
- Review Recruitment Requests from internal clients as well as partners ensuring documentation is complete and in conformity with recruitment policies and procedures.
- Provide administrative support in arranging recruitment assessments.
- Monitor and track status of requests, and initiating follow up action to ensure submission is timely, accurate and contains complete documentation.
- Review Terms of Reference (ToR) and consult with Hiring Manager regarding any discrepancies between its content and the recommended level.
- Prepare Letter of Intent and related documentation for the signature of designated official.
- Provide proactive customer service to clients alerting the supervisor of any problems or delays in the stages of the recruitment process.
- Provide briefing and guidance to clients and/or partners on the application and interpretation of recruitment policies and procedures.
- Update and maintain information in recruitment systems to allow accurate statistical reporting.
- Provide administrative support in the entire talent acquisition process.
- Respond to HR administrative queries from personnel in the unit and elsewhere in the Programme and to requests for information on employment and recruitment status.
- Extract and input of data from various sources in the HR database;
- Review of supporting documentation for processing various HR actions;
- Verify benefit and other HR-related claims including Certificate of Payment (CoP) for accuracy and conformance with UNOPS rules and regulations;
- Assist supervisor in monitoring the contractual status of all personnel on various contracts based in immediate location or within the office’s mandate;
- Monitor increment schedules, functional reviews and timely preparation and issuance of contract renewals and personnel action forms;
- Maintain complete and updated personnel files for all personnel in One UNOPS, ensuring all documentation is complete; maintenance and update of confidential personnel information and documents, ensuring relevant documents are kept in their respective files;
- Search, retrieve, compile, assemble and archive a variety of HR statistical data from computer files, records, reports or from other sources for internal/external use;
- Collect and maintain information on commercial, private and inter agency training schedules and institutions (course schedules, curricula, and cost);
- Assist in the preparation of administrative reports; drafting of routine correspondence;
Ensure facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:
- Participate in the trainings for the operations/ projects personnel on HR.
- Contribute to knowledge networks and communities of practice.
Perform any other duties as assigned by the Supervisor.
Impact of Results
The key results have an impact on the overall execution of the UNOPS HR services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNOPS capability in the HR management.
|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.|
- Secondary education or High school diploma or equivalent with a minimum of four (4) years of relevant experience – or –
- First level university (Bachelor’s degree or equivalent) in business administration, human resources, Public Administration, Industrial Psychology or related specialization may substitute required years of work experience.
- Minimum of four (4) years of experience in Human Resources administration/ management in a reputable organization required in combination with a high school diploma.
- Experience in providing administrative support in various HR/management processes including recruitment and selection, performance management, learning and development, benefits and entitlements, and contracting is required.
- Good data management skills, including high level of competency with MS Office (particularly Excel), and database management.
- Experience in working in an international environment/organization is an advantage.
- Good standard of drafting and communication skills in English is required.
- Prior UN experience is an asset.
- Knowledge of UNOPS personnel policies and procedures is a distinctive advantage.
- Experience in the usage of computers and MS Office.
- Experience using ERP systems is an added advantage.
- Fluency in English and Indonesian language is required. Indonesian language includes “Bahasa”.
Contract type: Local Individual contractor Agreement (LICA)Contract level: ICS-4 (LICA-4)
Contract duration: Ongoing ICA – Open-ended subject to organizational requirements, availability of funds and satisfactory performance
For more details about the ICA contractual modality, please follow this link:
Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
Female candidates are strongly encouraged to apply.