Vacancies at United Nations Office for Project Services (UNOPS)

Functional Responsibilities:

• Project Formulation and Approval
• Project Implementation
• Coordination and Liaison
• Operational and Logistic Support
• Project Formulation and Approval
• Provide substantive inputs and assist the Project Manager in the preparation/finalization of documents for approval, including i.e. MOA’s, Letters of Agreement or Exchange of Letters (EOL) with clients, project documents and detailed project budgets.
• Provide substantive support in initiating and finalization of Project LEADs for the Project.
• Review operational budget formats in accordance with the UNOPS financial management system and ensure accuracy of support documents for approval.
• Proactively coordinate and liaise with relevant teams on project amendments and budget revisions.
• Project Implementation
• Advise the Project Manager on UNOPS Policies and Procedures, Financial Rules and Regulations (FR&R) and other requirements for efficient project implementation and progress.
• Monitor project financials and advise the Project Manager accordingly.
• Track expenditure and take relevant action when required to revise budgets (realignment and amendment).
• Monitor and record best practices and innovative approaches within UNOPS FR&R; identify and show alternative options according to Activity needs.
• Supporting the project planning process.
• Maintenance of all supporting project financial documents for audit and review processes.
• Management of work packages within the project as and when required.
• Supervise Project Assistant(s) within the Team, to ensure work efficiency and quality at all times.
• Coordination and Liaison
• Monitoring and follow-up of the correct progress and/or status of contracting processes (Procurement, HR, Service Contracts etc.) under the Project.
• Proactively coordinate/liaise with support units on all admin matters related to contract management.
• Support the Project Manager to complete project assurance related tasks.
• Operational and Logistic Support
• In consultation with the relevant stakeholders, prepare amendments of Agreements and Budget revisions when applicable.
• Review input of financial information, expenditures, etc.
• Ensure conformity of project disbursement requests with procedures, work plans, and availability of resources for expenditure.
• Liaise with the Finance Unit to process and monitor all payment requests within the Project.
• Assist the Project Manager in monitoring all HR requirements and related activities under the Project.
• Preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required.
• Providing induction briefings to newly recruited staff and rendering support to consultants in the course of their assignment.
• Supervise and review submissions for Contracts, Purchase orders, Waivers, and related documents prior to final approval.
• In accordance with UN and UNOPS Security Policies, manage travel for all personnel in the Project Team.
• Organize all project and stakeholder meetings as and when necessary, and maintain records of these meetings.
• Maintain records of project files and Activity reports in hard and soft copy.
• Prepare budget forecasts and periodic financial reports as requested.
• Review weekly Activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts.
• Liaise with finance and logistics/procurement units in tracking commitments and disbursements.
• Identify operational, administrative, financial and other bottlenecks that may impede project delivery; recommend solutions and take appropriate remedial action.
• The Project Management Support Senior Officer will act as the Deputy to the Project Manager. As such, in the absence of the Project Manager, the Project Management Support Senior Officer will be overall responsible for the project.
• On behalf of the Project and as directed by the Project Manager, participate in periodic visits to the project sites within Haiti to review compliance with recognized procedures.
• Establish and monitor an internal control system for all administrative actions.

Education/Experience/Language requirements:
Education

• An advanced university degree (e.g. Masters) in Business Administration, Management Studies, Law or other relevant area is required.
• A first-level university degree (e.g. Bachelor) in Business Administration, Management Studies, Law or other relevant area with two (2) additional years of relevant work experience may be accepted in lieu of the advanced degree.

Certification

• PRINCE2 Practitioner, PMI Project Management Professional, or other internationally recognized certification is an asset.

Work Experience

• A minimum of 2 years' experience in project management support and financial management is required.
• Experience working for UNOPS is an asset.
• Experience using UNOPS Financial Management Systems is a distinct advantage.

Languages

• Fluency in English and intermediate French (equivalent to B2 level) is required.

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Functional Responsibilities:

• 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 maintain data on trends, risks and opportunities and sharing local HR best practices.
• Provide substantive HR expertise to assist in projects in support of HR initiatives for attainment of business objectives in line with the corporate HR strategy.
• Assist to generate strategic and operational workforce data for planning, including related statistical summaries and movements of UNOPS Office/Projects Centre personnel.
• Support the communication on HR policy changes and new HR initiatives to management and personnel, providing guidance as needed.
• Advisory Services
• Provide guidance on HR related systems and processes including but not limited to Recruitment, Contracts, Position Management, Performance Management, Benefits and Entitlements consistent with UNOPS rules and procedures.
• Provide advice and guidance to personnel on administrative procedures, processes and practices.
• Act as liaison between unit and internal and external clients and provide proactive customer service to expedite completion of projects, and provide information
• As the first face of HR, ensure that new hires' first impressions are positive and that they have all in-processing information completed.
• Advise hiring management on: recruitment processes, UNOPS performance management cycle, development initiatives, and learning plans.
• Advise hiring management and guide personnel on UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans.
• Provide advice to supervisors on good practices, policies and procedures in performance management, including managing of underperformance.
• Support the implementation of institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity.
• Talent Acquisition and Administration
• Provide client advice and submit transactional HR service data (normally within the ERP system) including but not limited to:
  • Recruitment and Selection: such as requisition initiation, longlisting, statutory body approvals, selection reports, offers and rejections.
  • Transactions:
    • Position actions (coordinate position classification and reclassification actions);
    • Contracts (initial, extensions, separations, status change actions);
• Calculation of fees for ICA personnel
• Inform and advise UNOPS personnel, consultants, partners and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
• Manage 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.
• Liaise with UNOPS’ HR related groups such as SSC on personnel administration matters.
• Research precedents and present recommendations to the supervisor, taking into account institutionalized exceptions.
• Establish and maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines. Follow up on team work processes to ensure clearance, approvals and timely workflows
• Monitor status of HR actions to facilitate timely action by supervisor/ line management and personnel.
• Team Management
• Facilitate the engagement and provision of high quality results and services of the team supervised (if applicable) 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.
• Knowledge Building and Knowledge Sharing
• Organize, facilitate and/or deliver training and learning initiatives for personnel on HR-related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.
• 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.
• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues.

Education/Experience/Language requirements:
Education

• Completion of secondary education required.
• A first-level university degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable but not required, and may be considered as a substitute for four years of qualifying work experience.

Work Experience

• With a high school diploma, a minimum of seven years of relevant experience in providing HR advisory, recruitment, and/or HR-generalist support services is required.
• Ability to use Google Workspace and handle web-based management systems is required.
• Experience in UN system organizations is an asset.
• Experience in the use of HR analytics and information is desirable.

Language

• Fluency in French and English are required.
• Knowledge of Spanish and/or Haitian Creole is an asset.

Closing Date: 26-Oct-2023