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UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES
INTERNAL /EXTERNAL VACANCY NOTICE
Title of Position: Associate Personnel Administration Officer
Position Numbers: 10012817
Category & Level: National Professional Officer, NOB
Location: Personnel Administration and Payroll Section,
Budapest Global Service Centre
Effective Date: ASAP
Duration: one year renewable contract
Closing Date: 31 July 2010
Organizational Context
PAPS is the unit in UNHCR that deals with all personnel benefits, entitlement and payroll administration tasks of the organization. This includes:
· Regular feedback of staff data into MSRP Human Resources/Payroll database so that the database will remain reliable at all the time.
· Timely processing of statutory claims and/or any other ad-hoc claims of the staff members and/or relevant third parties.
· Proper records of staff members assignments, reassignments, missions, leaves personal/family status are maintained; Counselling and advices are provided to the staff member on matters of mutual interest to the staff members and the organization.
· Provide briefings, guidance and instructions to the staff when they are first recruited and/or assigned from one duty station to the other.
· Serve the field staff by providing guidance and explanations on all aspects of personnel matters that includes emergency and medical evacuations.
· Liaise with other services and UN agencies
· Assist the management DHRM/UNHCR to develop and formulate personnel policies in line with UN rules and regulations to serve the UNHCR global staff in an effective and an efficient manner.
Duties & Responsibilities
Associate Personnel Administration Officer(s) will function under direct supervision of the Personnel Administration Officer(s) of Personnel Administration and Payroll Section (PAPS) of UNHCR, Budapest. S/He will be working in a discreet working environment in which various Personnel Administration issues will be discussed and actions would be initiated. The confidentiality of all personnel matters and the need to deal with clients in a courteous and efficient manner are salient features of this position(s). Following are the essential functions of the position though they are not intended to be all-inclusive, since the incumbent(s) may be required to carry out similar functions in the PAPS and/or to replace a colleague (another Associate Personnel Administration Officer or Assistant Personnel Administration Officer or Personnel Administration Assistant) due to operational needs.
· Be responsible for the interpretation and application of the UN staff rules and regulations to ensure uniform and consistent application of Administrative rules and procedures on concerned UNHCR staff
· Provides clarifications/guidance and counseling to the staff members on their eligibility for benefits and entitlements within their respective condition of employment. Be informed of the living and working conditions of different duty stations and compile update briefing papers to reflect the prevailing situations.
· Conducts regular audit and verifications of various staff personnel data that are entered in the MSRP Human Resources database; Take required corrective measures in the event of erroneous data are found. Upon verification and analysis of data, take appropriate action. Supervise the process of exchanging personnel records and, monitor the personnel related correspondence between the UNHCR offices and the PAPS with a view to ensure accuracy, confidentiality and timely responses.
· Assist the Personnel Administration Personnel Officer/Senior Personnel Administration Officer to compile and document sensitive staffing issues that may require disciplinary measures and/or mediator’s intervention and/or any other special intervention.
· Maintain effective and cordial working relationship with UNHCR staff Members and other counterparts within the organization as well as outside in order to ensure expedition of required action(s). The incumbent is expected to observe discretion, due confidentiality and courtesy in all his/her dealings with staff members and the counterparts.
· Clear all payments/disbursements/statutory claims that are due to UNHCR staff members and other clients as per established UNHCR admin/finance rules and other official issuances.
· Stay abreast of UNHCR policy developments and application of UN administrative procedures on Personnel/Human Resources issues so that appropriate responses can be given to various queries by the S/m
· Coach and guide the newly recruited staff on various administrative and financial processes of the PAPS and its standard operational procedures; similarly train and guide the supervisees on application of UN rules and procedures as per established UNHCR policies.
· Any other official function that may be assigned by the supervisor under specific situation.
Qualifications/Requirements:
Education: University degree in Personnel Management / Administration, Human Resources or related fields.
Experience:
· Minimum 4 years of experience in progressively responsible functions in an office that administer/manage a large number of staff, preferably within the UN.
· Good knowledge of Administrative procedures processes and exposure to provision of support services in an International organization.
· Proven ability to deal with multiple tasks in a courteous and service oriented manner in demanding working conditions that often have short deadlines.
· High IT affinity is essential with excellent computer skills and working knowledge of MS office application.
· Ability for analytical and creative thinking for rapid solution(s).
· Ability to produce high quality out put with desirable results.
· Good communicator with strong interpersonal skills to deal with S/M of different cultural and educational backgrounds.
· Strive to live up to high ethical and professional standards. An outgoing personality and a team player with service oriented attitudes.
Languages: Excellent knowledge of English and Hungarian (written/oral/comprehension). Working knowledge any other UN language, preferably French, is an asset.
D esirable Qualifications and Competencies:
· Exposure UNHCR specific training/learning programmes such as MMLP, Protection, and Admin/Finance.
· Prior experience in UN / UNHCR Personnel Administration.
Eligibility
Internal candidates must be Hungarian nationals.
General Service staff, regardless of grade or length of service, with a relevant degree and meeting UNHCR standards for recruitment to the National Professional Officer category can apply, provided that requirements regarding professional experience, academic qualifications, language, etc. are fulfilled.
Applications must be supported by documentation of fully effective performance history and demonstrated potential to assume professional responsibilities.
National Professional officers who have served for a minimum of one year in their present post will be eligible to apply.
External candidates must be Hungarian nationals.
Submission of Applications
If you wish to be considered for this vacancy, please submit your application and personal history form (P11), by email with “Application for the Associate Personnel Administration Officer ( 10012817 ) position” in the subject line to: by 31 July 2010 .
The Personal History Form (P11) is available at the following link: cr.org/recruit/p11new.doc
Only short-listed candidates will be notified.