Under the overall authority of the Head of UNESCO Amman Office (HoO), the direct supervision of the National Finance and Administrative Officer (AO) of the UNESCO Amman Office, the incumbent shall provide analytical contributions to the management of human resources activities for all categories of personnel and shall make a key contribution to inter-agency cooperation.
The incumbent is responsible for the interpretation and application of Staff Rules and Regulations, HR Manual and other provisions, practices and procedures in the HR areas ensuring timely and equitable HR administration.
The incumbent will cover a staff on a maternity leave, s/he should ensure clear, timely and accessible audit trail of all HR related actions; including staffing lists, reports, and documents, ensuring all are up-to-date and fully e-documented in the HR Shared Drive and physically filled in the respective files to ensure proper and full handover to the concerned staff after returning from maternity.
The incumbent’s duties and responsibilities include, but are not limited to:
Coordinate the recruitment and on-boarding process of the UNESCO Amman Office personnel by:
Interpreting staff rules and other applicable provisions and providing guidance and documentation to the supervisor and managers by collaborating closely with the AO, the relevant HQ Programme Sectors, and HQ process owners (e.g. HRM, BFM/FOS ...etc.);
Drafting and reviewing job descriptions, terms of reference, proposed remuneration levels (for SC, PA & consultants), create VN requisitions in the recruiting system (SF Careers), and ensuring dissemination and good outreach of vacancy notices;
Facilitating the recruitment process of National (GS and P categories) and international staff according to UNESCO rules, regulations, procedures and policies;
Supporting the entire recruitment process ensuring compliance with UNESCO rules (i.e. prescreening of the submitted applications, preselection/shortlisting, scheduling interviews, organizing written exams, collect and check certificates and key docs, move candidates to the proper phase in corporate HR system , conduct reference checks and review of performance evaluations, in coordination with Hiring Manger and HRM HQs to finalize the appointment/contract preparation, notifying unsuccessful candidates …etc., ensuring all documents are uploaded and available, and the electronic shared drive and the physical files are regularly updated;
Coordinating the on-boarding, induction and orientation of new staff on entitlements and administrative procedures/requirements (UN ID, HR orientations on key info and systems, bank accounts opening in coordination with Finance …etc.);-
Managing the Statutory Travels of staff (Appointment, Repatriation, Home Leave …etc.) in coordination with HRM/HQ and Finance team in Amman;
Assist the AO in administration and supervision of human resources by:
Maintaining timely and proper filing systems for HR records and documents (physically and electronically); with special attention to maintain personnel data, files, organizational charts and staff lists (e.g. FTA, PA, SC, consultants, volunteers…etc.), ensuring that the lists and reports in shared drive are up-to-date with all staff information;
Anticipating, planning and ensuring the timely processing (i.e. 2 months in advance) of personnel actions such as appointment, extension, transfer, step increment, separation etc.;
Preparing, extending, and separating SC contracts as requested via the relevant human resources system (UNESDIR, iRIS…etc.);
Process HR transactions related to overtime preparation, deductions, reviewing the monthly payroll drafts and coordinate with AO and HQ any required actions;
Monitor completion of performance assessment documentations (e.g. expected results, assessment, due probationary reports, improvement plans, mid and final evaluations… etc.) ensuring deadlines are respected and that timely follow up is taking place with the staff and supervisors;
Coordinate quarterly leave plans, and monitoring all personnel attendance, working hours, and respective leave entries in TULIP, ensuring consistent and compliant entries and data, with reporting attendance on a daily basis;
Providing assistance and guidance to staff members in general matters related to the HR entitlements and corporate working tools (e.g. TULIP, My Talent, My Learning, Careers/SF …etc.);
Coordinating check-out procedures for all staff and non-staff (SCs, interns and volunteers) including separation documents/letters, checkout forms, actions in iRIS and last Payroll;
Representing the office in two OMT subgroups, the HR Team and the Protocol group and coordinate the efforts to ensure harmonization, alignment and knowledge sharing with UN Agencies in Jordan and contribute to the BOS Jordan, within new UN reform process and the UN system-wide coherence at country level;
Coordinate HR related protocol processes by:
Preparing various routine and non-routine HR documentation (e.g. letters for residency permits, employment/salary certificates, visa facilitation letters …etc.);
Advising international staff of specific applicable procedures and ensure that these are completed in a timely manner (eg: UNLPs, Host country entitlements like visas, residencies, IDs, shipment of personnel effects, tax/custom exemptions, staff vehicle purchase and timely renewals, opening/changing bank accounts, local payments …etc.);
Supervising the HR protocol related processes with local authorities (MOFA, MOI, MOL, Residency & Boarders …etc.), including staff work-related entry visas, residencies, MOFA/MOI IDs, work permits, shipments, vehicle purchasing …etc., ensuring renewals requests are done timely and that the authorities are updated with staff information and entitlements and UNESCO is following the host agreement and authorities’ guidance and requirements;
Assist the AO in his/her Security focal point functions by:
Ensuring that issues and actions related to security correspond to the instructions received from the Headquarters and the UNDSS;
Monitoring the completion of mandatory on line security training , in keeping with UNDSS instructions (BSAFE certificates especially for newly hired);
Ensuring contact numbers and other UNDSS staff lists are updated;
Preparing and submit the annual MAIP list to HQ, as requested;
Representing the supervisor at meetings, as required.
Additional activities that may be required to ensure the success of the work team:
REQUIRED QUALIFICATIONS
Education:
Advanced university degree (Masters or equivalent degree) in Personnel/Human Resources Management or in Administration or Psychology.
A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Training courses in personnel/human resources management or development.
Work experience:
Two years of progressively responsible experience in the field of personnel/human resources management in an UN agency or other international organization.
Competencies and skills:
Intimate knowledge HR procedures and regulations, especially within the UN system;
Elaboration of reports, contracts and other documents; advanced abilities to use Microsoft Office applications;
Advanced skills to search information and documents online;
Knowledge of human resource management tools ERP systems, and similar software applications, and of the maintenance of local databanks;
knowledge-sharing capabilities; exercise of sound judgment and initiative; tact, discretion and confidentiality;
Excellent proven knowledge of using Microsoft Office (Word, Excel, PowerPoint, etc...) and use of relevant IT solutions;
Excellent planning, organizing and prioritizing skills;
Work under pressure efficiently;
Excellent communications, writing, and interpersonal skills;
High attention and sense of detail;
Flexibility, adaptability and team playing;
Result and service-oriented.
Languages:
Excellent command of English and Arabic– oral, written, comprehension
