HR Associate

The UNOPS Global Portfolios Office (GPO) brings together diverse expertise to help partners deliver impact worldwide. With hubs in New York, Geneva, and Vienna, and expert teams operating globally, GPO leads multi-regional initiatives that advance sustainable development, climate action, and peacebuilding - including in some of the world’s most challenging environments. By leveraging our collective expertise and global networks, GPO supports UNOPS’ strategic priorities and the Sustainable Development Goals across more than 130 countries. We work closely with major global partners - including governments, international financial institutions, and UN agencies - to deliver a wide range of services, such as project management, fund management, hosting services, and HR support.

The New York Portfolios Office (NYPO) manages UNOPS' New York-based portfolios, delivering project and programme management, procurement, HR, and financial services to global partners, from the UN Secretariat to Member States. NYPO strategically positions UNOPS with these partners, fostering collaboration to achieve growth and leveraging expertise in global portfolio design and implementation. We support the broader SDGs and 2030 Agenda, primarily assisting the UN Secretariat and other New York-based UN entities with a global reach. NYPO encompasses the Peace and Security Cluster (PSC), focusing on explosive threat management, and the Sustainable Development Cluster (SDC), providing diverse operational support to the UN system in New York.

Background: UNMAS Syria

UNMAS Syria, with its office based in Damascus, plays a central role in coordinating humanitarian mine action across Syria. UNMAS also actively supports the broader United Nations Country Team (UNCT) by enabling safe access for humanitarian and development operations. UNMAS also works closely with the Syrian Government which has designated the Ministry of Emergency and Disaster Management (MoEDM) as the national focal point for mine action. As part of its strategic support, UNMAS is actively coordinating advising on the establishment of a national mine action authority and mine action centre, by providing strategic and technical advice and developing a comprehensive roadmap for institutional development and technical capacity. In addition, UNMAS serves as the lead agency for the NA AoR in Syria, coordinating efforts under the broader humanitarian framework.

Background: UNMAS Syria Response

Operating under the mandate of Security Council resolution 2165 (renewed in 2017 with SCR 2393), UNMAS deployed the Syria Response Programme (SRP) at the request of the Deputy Regional Humanitarian Coordinator in August 2015 and subsequently activated the Mine Action Sub Cluster under the Protection Cluster to address the impact of explosive hazards within Syria. UNMAS is the lead agency for the Mine Action Sub Cluster for the Syria Response. Established in Damascus since 2018, following the signature of a Memorandum of Understanding (MoU) with the Syrian Arab Republic, UNMAS strives to expand humanitarian mine action in Syria, with the aim of responding to high humanitarian needs. This includes humanitarian mine action activities prioritized in the Humanitarian Response Plan (HRP) for Syria: risk education, victim assistance, survey and clearance.

The conflict in Syria has been characterized by the extensive use of explosive weapons, which resulted in large-scale explosive hazard contamination, with the presence of diversified types of ordnances. According to the Humanitarian Needs Overview (HNO) 2021 for Syria, 10.3 million people live in communities reporting explosive ordnance contamination; men, women, and children are exposed to the threat of grave injuries and death on a daily basis. Millions of people live with a permanent disability, and new conflict-related trauma cases lead to thousands of permanent disabilities requiring long-term and multi-dimensional support.

• Human Resources Management
• Personnel Support
• Recruitment and Contracts
• Travel Services

Under the direct supervision of the Senior Support Services Officer (SSSO) the Human Resources and Travel Associate ensures execution of transparent and efficient Human Resources and Travel Management services. The functional responsibilities include:

Human Resources:

• Full compliance of HR processes and records with UN and UNOPS rules, regulations, policies and strategies
• Provide HR support related to leave, absence monitoring, monthly payroll and non-payroll processing, Identity Card processing, letters of Introduction, induction and separation processing, among others
• Coordinate recruitment process for local and international consultants
• Draft terms of reference for submission to review bodies
• Ensure proper outreach and advertisement to wide network with the objective of attracting a diverse and gender balanced workforce
• Review of incoming requests and all relevant documentation relating to recruitment, contract extensions, reassignments and separation of individual contractor
• Monitor personnel absence, facilitate personnel ID issuance and/or renewal
• Provide advice to personnel on their conditions of service
• Provide induction and orientation training for the newly recruited personnel by assisting in the briefings schedule and coordination with different sections.
• Ensure timely receipt of signed contract and other personnel documents for HR records
• Initiate contract requests in OneUNOPS
• Ensure HR database and Personnel Leave Planner is always up-to-date
• Maintain and update HR personnel files
• Serves as initial point of contact for day-to-day questions from internal clients regarding their travel needs, including compliance, regulations, and policy and provides guidance where necessary.
• Advice the supervisor on the status of pending requests and work deadlines and provision of customer service to internal and external clients
• Contribute in knowledge-sharing and capacity-building initiatives, including timely dissemination of HR communications and instructions, Standard Operating Procedures, organizational guidelines (ODS) and Administrative Instructions (AI) and participates in the HR Communities of Practice

Travel:

• Validate and conduct independent research on flight options/routes through the most direct and economical route according to the travel policy and find alternatives that would result to cost savings for the organization in terms of soliciting promotions and frequent-flyers rewards from air carriers and transport operators
• Facilitate timely submission and approval of quarterly travel plans and communicate with supervisors on regular basis regarding any emerging issues
• Prepare and/or review Travel Authorizations (TAs) and ensure that travel claims are fully documented
• Assist in all domestic and international bookings including checking TAs and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings and Movement of Personal Form (MoP).
• Process requests for visas and liaise with travel agent and/or national mission to ensure
• Register all travels in UNOPS Intranet in accordance with Standard Operating Procedures (SOP)
• Maintain and keep an up-to-date travel directory of all travels undertaken

Protocol:

• Maintain continuous contact and dialogue with Government Ministries and Departments concerned on Protocol matters; and advice management accordingly. Draft correspondence as required.
• Undertake activities with the diplomatic and consular services on issuance of Syrian and other country visas for UNOPS personnel and visitors.
• Process and facilitate residency and work permits, as well as driver licenses, and UN IDs, duty-free for eligible personnel and their dependents.
• Advice travelers on visa requirements. Prepare and raise required documentation to the relevant authority to obtain entry/exit visas and travel permits for UNOPS personnel and visitors.
• Facilitate in obtaining clearance of UNOPS consignments and shipments, including those for official/project purposes as well as for international personnel. Prepare and raise documentation for vehicle registration.
• Manage processing of VAT and custom duty exemptions, and reimbursements for official purposes relating to delivery of projects; and/or for international personnel.
• Support the program team in the follow up with relevant ministries on- fund transfers status.
• When required, arrange to meet & see off VIP passengers, UNOPS personnel and visitors at the airport and facilitate immigration and custom formalities.
• Establish and maintain a monitoring tool for protocol related issues.
• Maintain up-to-date contact details of the ministries and local authorities with whom UNOPS has working relationships; including contact personnel and documentation requirements.
• Continuously follow up with relevant Government office for current and up-to-date information on policies related to visas, work permits, tax exemption requirements, customs clearing etc; and advice UNOPS staff
• Preparation of relevant guidance notes and/or SOPs on protocol issues.

Required

• First level university (Bachelor’s Degree or equivalent) with a minimum of two (2) years of relevant experience.
• High school diploma with 6 years of relevant experience.

• Relevant experience is defined as experience in Administration, Human Resources, Travel Management or any other related field.
• UN or international NGO experience is desirable.

• UNOPS does not accept unsolicited resumes.
• UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered.
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the selection process, which may include various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of a wide range of nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. We strive to sustain and strengthen this diversity, fostering an inclusive working environment where all personnel are treated with respect and have equal access to opportunities.
• UNOPS evaluates all applications based on the skills, qualifications and experience outlined in the vacancy announcement. We are committed to a fair and transparent selection process and welcome diverse perspectives, including those of women, indigenous and racialized communities, individuals of diverse gender identities and sexual orientations, and persons with disabilities.
• We are committed to enabling all candidates to perform at their best during the assessment process. If you are shortlisted and require support or reasonable accommodation to complete any assessment, please inform our human resources team upon receiving your invitation.
• UNOPS has zero tolerance for sexual exploitation and abuse (SEA), sexual harassment, and other forms of abusive conduct, including discrimination, abuse of authority, and harassment. To uphold these standards, background checks are conducted for all final candidates to help ensure that individuals with a history of such conduct are not hired. By applying for a position with UNOPS, candidates acknowledge and consent to these verification processes.
  

• 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• For more details about the contract types, please click 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.