HR and Operations Focal Point , United Nations University (UNU)
POSITION: HR and Operations Focal Point
REFERENCE NO.: 2013/UNU/VIE/PSA/HROFP/82
LOCATION: Bonn, Germany
CLOSING DATE: 2013-12-31
Organizational Unit: Administration, Vice-Rectorate in Europe (ViE)
United Nations University objectives
The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate training and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.
UNU Vice-Rectorate in Europe (UNU-ViE)
UNU-ViE is an integral part of the Rector’s office and the first Vice Rectorate of UNU outside the headquarters in Tokyo, Japan. Established in May 2007 in Bonn, UNU-ViE aims at strengthening institutional growth of UNU in the world with particular emphasis on Europe and Africa. A further task is dedicated to capacity development in developing and emerging countries and to assist the establishment of UNU “Twin” institutes. For more information please visit www.vie.unu.edu.
UNU Institute for Environment and Human Security (UNU-EHS)
UNU-EHS, established in December 2003, is part of the UNU system, a worldwide network of Research and Training Institutes. Its mission is to advance human security through knowledge-based approaches to reducing vulnerability and environmental risks. For more information please visit www.ehs.unu.edu.
Responsibilities
Under the authority of the Vice Rector in Europe and the supervision of the Finance and Administrative Officer, the HR and Operations Focal Point shall coordinate the functions as related to recruitment, staff services, contracts managements, procurement and general administrations. The main tasks are:
1. Human Resources
• Maintain contact with UNU HQ concerning HR policies and practices and ensure these are followed and implemented in UNU Bonn;
• Focal point for all recruitment related matters, including the review and finalization of job descriptions in consultation with section heads, manage applicant flows and review of applications; Review and finalize recruitment reports; Liaise with UNU HQ on the consistency of recruitment matters; Prepare offer and regret letters; compute recruitment statistics; maintain recruitment files and reports;
• Responsible for the orientation process of all new staff, consultants and PhD students; provide guidance on HR rules, regulations and entitlements on the basis of contractual status;
• Oversee logistical arrangements for new recruits (work station, phone line, email address, building access cards and badges, etc.);
• Liaise with the German Foreign Office on personnel matters as appropriate including protocol related ID cards, visas, etc.;
• Oversee staff attendance records in line with UNU’s policies and procedures;
• Administer UNU’s group insurance schemes; act as focal point on insurance queries as appropriate; ensure that staff and students are registered and de-registered in an insurance scheme; update UNU insurance files and records;
• Prepare correspondences, employment and income certificates and distribute information to staff as appropriate;
• Liaise with section heads and budget owners concerning staff contracts renewals; including updates on TOR, clarify on contract periods and funding sources;
• Maintain and update staff and PhD student statistics, directories and personnel files;
• Process and review staff, consultant and PhD student separation documents at the conclusion of their terms of service.
2. Procurement
• Plan, develop and manage the procurement activities of UNU entities in Bonn (i.e. office supplies, printing services, IT services); provide support and guidance to organizational units on all stages of the procurement process;
• Advice colleagues in the UNU entities in Bonn on matters relevant to the UN procurement rules and best practices;
• Coordinate all aspects of any bidding proposal and evaluation process;
• Prepare, finalize and issue purchase orders, and coordinate receipt of goods/services and clear vendor invoices for payment;
• Maintain UNU supplier lists.
3. Administration
• Maintain effective property management system to manage fixed assets inventory records; oversee annual physical verification of inventory items and coordinate all assets related tasks (i.e. disposals, personnel property receipt);
• Represent UNU in various common UN task forces as related to human resources, procurement and administrations;
• Manage UNU office premises including coordinating office space assignments and moves;
• Prepare and submit VAT claims and liaise with the Ministry of Finance on any VAT issues;
• Supervise and manage admin/procurement team, motivate staff and foster collaboration;
• Any other duties as may be assigned or required.
Required qualifications and experience
• Preferably first level university degree in business administration, human resource management, finance, or a related field. Recognized qualification in public procurement or formal procurement training would be considered a distinct asset;
• Three (3) years of progressively responsible working experience, ideally touching all three areas of human resources, general administrations and procurement;
• Prior experience as team leader/coordinator or experience supervising administrative service teams is highly desirable.
• Familiarity with UN rules and regulation concerning human resources, finance, administrations, and procurement, would be an advantage;
• Fluency in both oral and written English is required. Knowledge of the local language of the duty station (German) would be ideal and a distinct asset.
• Proficient in the use of MS Office applications. Experience in using ATLAS or any other ERP system is highly desirable;
• Excellent communication and interpersonal skills, including good networking ability;
• Excellent time management skills, forward planning, with the ability to work under pressure and with minimal supervision;
• A good team player with strong interpersonal skills, demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Remuneration: Remuneration will commensurate with qualifications and experience.
Starting date: As soon as possible.
Duration of contract
This is a full-time employment on a one (1) year Personnel Service Agreement (PSA) contract UNU-ViE, with possibility for renewal subject to requirements and satisfactory work performance, with the combined duration of appointments not exceeding six (6) years.
This is a locally recruited post and no relocation allowances apply. The successful candidate will be employed under a local contract and will not hold international civil servant status nor is he/she a “staff member” as defined in the UN Staff Rules and Regulations.
Applications from suitably qualified women candidates are particularly encouraged.
APPLICATIONS PROCEDURE
Interested applicants should submit their applications by e-mail (to hrbonn@vie.unu.edu), and must include the following:
• a cover letter setting out how the qualifications and experience match the requirements of the position;
• a curriculum vitae and a completed and signed UNU Personal History (P.11) form (download at http://unu.edu/about/unu-services/hr/applying-for-a-position#files). Please avoid using similar forms provided by other United Nations organizations;
• an indication of the reference number of the vacancy announcement (2013/UNU/VIE/PSA/HROFP/82).
Short listed candidates may be required to take written test conducted online prior to interview.
REFERENCE NO.: 2013/UNU/VIE/PSA/HROFP/82
LOCATION: Bonn, Germany
CLOSING DATE: 2013-12-31
Organizational Unit: Administration, Vice-Rectorate in Europe (ViE)
United Nations University objectives
The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate training and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.
UNU Vice-Rectorate in Europe (UNU-ViE)
UNU-ViE is an integral part of the Rector’s office and the first Vice Rectorate of UNU outside the headquarters in Tokyo, Japan. Established in May 2007 in Bonn, UNU-ViE aims at strengthening institutional growth of UNU in the world with particular emphasis on Europe and Africa. A further task is dedicated to capacity development in developing and emerging countries and to assist the establishment of UNU “Twin” institutes. For more information please visit www.vie.unu.edu.
UNU Institute for Environment and Human Security (UNU-EHS)
UNU-EHS, established in December 2003, is part of the UNU system, a worldwide network of Research and Training Institutes. Its mission is to advance human security through knowledge-based approaches to reducing vulnerability and environmental risks. For more information please visit www.ehs.unu.edu.
Responsibilities
Under the authority of the Vice Rector in Europe and the supervision of the Finance and Administrative Officer, the HR and Operations Focal Point shall coordinate the functions as related to recruitment, staff services, contracts managements, procurement and general administrations. The main tasks are:
1. Human Resources
• Maintain contact with UNU HQ concerning HR policies and practices and ensure these are followed and implemented in UNU Bonn;
• Focal point for all recruitment related matters, including the review and finalization of job descriptions in consultation with section heads, manage applicant flows and review of applications; Review and finalize recruitment reports; Liaise with UNU HQ on the consistency of recruitment matters; Prepare offer and regret letters; compute recruitment statistics; maintain recruitment files and reports;
• Responsible for the orientation process of all new staff, consultants and PhD students; provide guidance on HR rules, regulations and entitlements on the basis of contractual status;
• Oversee logistical arrangements for new recruits (work station, phone line, email address, building access cards and badges, etc.);
• Liaise with the German Foreign Office on personnel matters as appropriate including protocol related ID cards, visas, etc.;
• Oversee staff attendance records in line with UNU’s policies and procedures;
• Administer UNU’s group insurance schemes; act as focal point on insurance queries as appropriate; ensure that staff and students are registered and de-registered in an insurance scheme; update UNU insurance files and records;
• Prepare correspondences, employment and income certificates and distribute information to staff as appropriate;
• Liaise with section heads and budget owners concerning staff contracts renewals; including updates on TOR, clarify on contract periods and funding sources;
• Maintain and update staff and PhD student statistics, directories and personnel files;
• Process and review staff, consultant and PhD student separation documents at the conclusion of their terms of service.
2. Procurement
• Plan, develop and manage the procurement activities of UNU entities in Bonn (i.e. office supplies, printing services, IT services); provide support and guidance to organizational units on all stages of the procurement process;
• Advice colleagues in the UNU entities in Bonn on matters relevant to the UN procurement rules and best practices;
• Coordinate all aspects of any bidding proposal and evaluation process;
• Prepare, finalize and issue purchase orders, and coordinate receipt of goods/services and clear vendor invoices for payment;
• Maintain UNU supplier lists.
3. Administration
• Maintain effective property management system to manage fixed assets inventory records; oversee annual physical verification of inventory items and coordinate all assets related tasks (i.e. disposals, personnel property receipt);
• Represent UNU in various common UN task forces as related to human resources, procurement and administrations;
• Manage UNU office premises including coordinating office space assignments and moves;
• Prepare and submit VAT claims and liaise with the Ministry of Finance on any VAT issues;
• Supervise and manage admin/procurement team, motivate staff and foster collaboration;
• Any other duties as may be assigned or required.
Required qualifications and experience
• Preferably first level university degree in business administration, human resource management, finance, or a related field. Recognized qualification in public procurement or formal procurement training would be considered a distinct asset;
• Three (3) years of progressively responsible working experience, ideally touching all three areas of human resources, general administrations and procurement;
• Prior experience as team leader/coordinator or experience supervising administrative service teams is highly desirable.
• Familiarity with UN rules and regulation concerning human resources, finance, administrations, and procurement, would be an advantage;
• Fluency in both oral and written English is required. Knowledge of the local language of the duty station (German) would be ideal and a distinct asset.
• Proficient in the use of MS Office applications. Experience in using ATLAS or any other ERP system is highly desirable;
• Excellent communication and interpersonal skills, including good networking ability;
• Excellent time management skills, forward planning, with the ability to work under pressure and with minimal supervision;
• A good team player with strong interpersonal skills, demonstrated by the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Remuneration: Remuneration will commensurate with qualifications and experience.
Starting date: As soon as possible.
Duration of contract
This is a full-time employment on a one (1) year Personnel Service Agreement (PSA) contract UNU-ViE, with possibility for renewal subject to requirements and satisfactory work performance, with the combined duration of appointments not exceeding six (6) years.
This is a locally recruited post and no relocation allowances apply. The successful candidate will be employed under a local contract and will not hold international civil servant status nor is he/she a “staff member” as defined in the UN Staff Rules and Regulations.
Applications from suitably qualified women candidates are particularly encouraged.
APPLICATIONS PROCEDURE
Interested applicants should submit their applications by e-mail (to hrbonn@vie.unu.edu), and must include the following:
• a cover letter setting out how the qualifications and experience match the requirements of the position;
• a curriculum vitae and a completed and signed UNU Personal History (P.11) form (download at http://unu.edu/about/unu-services/hr/applying-for-a-position#files). Please avoid using similar forms provided by other United Nations organizations;
• an indication of the reference number of the vacancy announcement (2013/UNU/VIE/PSA/HROFP/82).
Short listed candidates may be required to take written test conducted online prior to interview.
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