Associate Human Resources Officer

Full Job Description

E (most hardship)

Family

PR2

Professional* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

Reason

Regular > Regular Assignment

No

2024-01-01

November 28, 2023

Associate Human Resources Officer

Organizational Setting and Work Relationships
The Associate Human Resources Officer supports the UNHCR's People Strategy and contributes to the implementation of the 2018 independent Human Resources review, which resulted in the establishment of HR strategic priorities and the reconfiguration and transformation of the Division of Human Resources (DHR) from a largely transactional model into a strategic business partner for field operations and senior management. Having the right people in the right place at the right time is at the core of enabling UNHCR to protect and respond to persons of concern. By attracting, retaining and developing a talented, diverse and agile workforce while nurturing a culture of excellence, respect and wellbeing for all, UNHCR's Human Resources acts as a strategic partner to the organization, enabling a people-centric culture.
The Associate Human Resources Officer provides support and assistance in the areas of operational support, workforce planning, assignments and talent acquisition, organizational cultural changes, HR policy implementation and duty of care. The incumbent maintains employee confidence and protects the organization and its workforce by keeping human resources information confidential.

The Associate Human Resources Officer is usually supervised by the HR Officer or Senior HR Officer or Head of Office in a Country Operation, or the most senior HR staff in a Regional Bureau. She/he usually supervises HR General Service staff.

The incumbent maintains a direct working relationship with a number of units within the Division of Human Resources (DHR). The incumbent also works closely with the Senior HR Partner, the Senior Medical Officer and the Senior Staff counsellor for his/her region.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
Workforce Operational Support:
- Assist in implementation of HR initiatives that support organizational culture change such as good people management practices, and promoting gender, inclusion and diversity.
- Implement HR operational activities to ensure timely provision of HR solutions, prioritizing according to the needs and risks.
- Contribute to the development of a HR customer service-oriented culture that values proactivity, continuous improvement, innovation and high performance.
- Provide support, guidance and trainings to HR staff.
Assignments and Talent Acquisition:
- Coordinate the process of recruitment, assignment and reassignment of locally-recruited staff and affiliate workforce, also assisting with set up and running of (Regional) Assignments Committee where relevant.
- Assist in organizing outreach campaigns to attract diverse applicants. Ensure proper consideration is given to all applicants without distinction on the grounds of race, color, sex, national origin, age, religion, disability, sexual orientation and gender identity.
- Analyse, track and report on recruitment and assignments trends for management, including efforts to reach gender parity.
- Take a proactive approach to risk management in the areas of recruitment, ensuring the issues are identified, addressed and reported and, where appropriate, escalated.
Advice to managers and staff, and contribution to an inclusive work environment:
- Build dialog and outreach with staff; answer questions, and provide information to staff as to where to go for help or ask questions.
- Be proactive in identifying issues, themes and patterns affecting the workforce's health and welfare, including sexual harassment and abuse of authority.
- Ensure that on-boarding, induction, re-integration into the workplace and off-boarding support, is provided to colleagues. Induction programmes should include information on Protection from Sexual Exploitation and Abuse (PSEA) and Sexual Harassment, Code of Conduct as well as workforce's rights and obligations.
HR policies and inter-agency:
- Enforce compliance with UNHCR's Human Resources policies and procedures and the UN staff rules, regulations and UNHCR administrative instructions.
- Participate in the ICSC survey on living conditions and classification of duty stations as well as in the UN Country Team local staff salary survey and other local inter-agency HR-related fora and initiatives.
Duty of Care:
- Contribute to establishing and maintaining a medical evacuation plan with senior management, Field safety and the Senior Medical Officer.
- Assist in the security and medical evacuations of UNHCR personnel.
- Support the implementation of a Duty of Care strategy. Identify and assess issues related to duty of care including physical, mental health and safety of UNHCR's workforce, promoting workforce balance.
For positions in Regional Bureaux only:
In the absence of a Senior Talent Development Officer in the Bureau:
- Contribute to the implementation of a talent development strategy for UNHCR workforce in the region, in line with UNHCR's needs and staff members' career planning.
- Contribute to the implementation of a talent sourcing and acquisition plan to identify talent mainly among but not limited to national staff and affiliate workforce in the region.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience
Years of Experience / Degree Level
For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education
Human Resources Management; Human Resources Development; Personnel Administration;
Business Administration; or other relevant field.

Certificates and/or Licenses
Not specified.

Relevant Job Experience
Essential
Experience working in Human Resources. Knowledge of general HR policies, processes and systems.
Desirable
Experience in one or more of the following areas: HR Administration, workforce planning, recruitment, HR policy or talent development. Experience in HR information technology systems and tools. Experience in field humanitarian operations and/or emergency settings. Experience working with the United Nations. Experience working in a multi-cultural setting.

Functional Skills
HR-Local mass recruitment
HR-Talent Development and Nurturing
HR-HR data and people analytics
HR-Employee Relationship Management
SO-Learning Agility
HR-HR Business Partnering
MG-Client Relationship Management
HR-Inclusion, Diversity and Gender strategy design and implementation
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

The role of the Associate HR Officer in Adjumani involves providing critical support and assistance in the areas of human resource management, workforce planning, and duty of care, aligning with Uganda's strategic objectives and Business Operations Strategy. This role also encompasses performing transactional personnel management tasks. The primary responsibility of the incumbent will be the oversight of the Adjumani Sub-Office in Uganda, which includes the Sub Office Adjumani, Field Unit Lamwo, Field Office Moyo and Field Office Kiryandongo. However, it's essential to note that the incumbent is an integral part of the country HR Team and will have a technical reporting line to the HR Unit at the Country Office.
The position requires a seasoned Associate HR Officer with a deep understanding of HR rules and regulations, as well as proficiency in UNHCR HR management tools such as WORKDAY and EVOLVE. Equally vital are strong interpersonal skills and the capacity to provide leadership in the broader context of HR management.
Due to the nature of the operation, which often necessitates shifting priorities and experiences a high turnover of staff, including both regular and temporary personnel, the incumbent in this international HR position should bring prior work experience in a similar emergency and/or large-scale operation. Flexibility and expertise in working within challenging and demanding situations are essential attributes for success in this role. Any prior work experience in a high-risk duty station and proven knowledge of staff entitlement administration in diverse locations will be considered significant assets. Given the current operating environment, a demonstrated ability to adapt and a willingness to take on additional responsibilities are highly valued.
With a proven track record of effective teamwork, the incumbent is expected to oversee certain non-conventional projects and directly supervise an HR Associate while providing support to other members of the HR team in different offices. The Associate HR Officer will play a key role in offering HR support and guidance, managing vacancies for both the regular and affiliated workforce, and contributing to capacity-building efforts, particularly in light of the ongoing planned decentralization and knowledge sharing initiatives.
Reporting to the Administrative Officer, the incumbent is expected to maintain close working relationships with various Sections at HQs and the Regional Bureau to ensure seamless coordination and alignment of HR efforts across the operation.

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Operational context

Occupational Safety and Health Considerations:

The Adjumani Operation is situated in the remote northern region of Uganda. Currently, it is categorized as a Family duty station E, but there is a submission for its re-categorization to a non-family duty station.

For international staff and national staff working in Adjumani AoR, accommodation is provided in a guesthouse, which includes one main building.

It is advisable to take precautions for your health while in this area. It is recommended to consult with your doctor regarding the essential items you should have with you, which may include prescription medicines and medical supplies. Ensure that you can both purchase and pack these items for your stay in Adjumani.

In terms of security, the operational area is relatively stable, with few common incidents. However, it is crucial to remain vigilant when outside the UNHCR office or guesthouse.

For more detail to view occupational safety and health considerations for this duty station, please visit this link:

Nature of Position:

The Associate Human Resources Officer position is primarily responsible for overseeing HR functions in Adjumani, which includes two Field Offices (Kiriyandongo and Moyo) and one Field Unit in Lamwo. The main office is located in Adjumani, but this role operates as a roving position, providing HR support across all four offices. Its significance lies in the crucial support it offers to management in this region, which includes approximately 183 staff members employed under various contractual arrangements. Many of these staff members have accumulated three or more years of service with UNHCR, which means there are high expectations for timely and accurate support in interpreting staff rules and current HR policies.

The absence of standardized medical facilities in these locations makes MEDVAC (Medical Evacuation) and medical travel support essential components of HR management.

The responsibilities of the incumbent include performing Workday auditing roles, involving the validation and quality assurance of all submitted UNHCR HR documents. Regular travel to all locations is an integral part of the role, enabling the support of senior staff and HR personnel. This includes providing relevant training and facilitating workshops to enhance the understanding of various UNHCR HR policies, rules, and regulations.

Beyond the daily administrative duties of an HR professional, the incumbent is expected to provide guidance and influence managers in areas such as recruitment (both national and international). The incumbent should serve as the point of reference for working conditions and be capable of conveying HR management issues to the UNHCR Country Office in Kampala. Previous proven experience in this capacity is considered a crucial qualification for this role.

The incumbent holds a position within the Mid-Level Management Team at the Sub Office Adjumani level and is responsible for leading, coordinating, and supervising all activities related to the Admin Unit, covering all offices in the designated area of responsibility. This includes maintaining contact with the HR Section of the Country Office and reporting to the Administrative Officer at the Sub Office in Adjumani.

The Sub Office comprises several components:

• The UNHCR main premise in Pakelle, located 8 km from the town of Adjumani.
• Lamwo Field unit, situated around 140 km from the Adjumani/Pakelle office and led by a Team Leader.
• The Moyo Field Office, which is a one-hour drive from the main premise (Pakelle) on a partially tarmac road, is situated on the other side of the Albert Nile and requires ferry crossing, which may cause travel delays.
• The Field Office Kiryandongo, positioned 3 hours away on a tarmac road from Adjumani Office, is passed when traveling from Adjumani to Kampala.

The incumbent will collaborate with all units (Admin, HR) to provide timely support to staff for the implementation of activities.

Living and Working Conditions:

Adjumani presents limited basic amenities, with a notable shortage of accommodation, hospitals, schools, and an underdeveloped road network. Notably, there are no international schools or shopping malls in the area. The nearest major town, Gulu, is located at a distance of 108 km, which takes approximately 1.5 hours to reach by road from the duty station. Adjumani experiences generally hot temperatures, with the range typically varying between 29-45 degrees centigrade. The local host communities are known for their hospitality and are supportive of refugees, partners, and UN Agencies operating in the region.

Road transport is the primary mode of travel to reach the capital city of Kampala, which is situated almost 500 km away. The journey to Kampala takes approximately 9 hours by road and involves travel on a fully paved road from Adjumani.

Additional Qualifications

Skills

Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Human Resource Development, Bachelor of Arts (BA): Human Resources Management, Bachelor of Arts (BA): Personnel Administration

Certifications

Competencies

Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

Compendium Add. 1 to Bi-annual Compendium 2023 - Part B

Additional Information

This position doesn't require a functional clearance