Admin HR Assistant At UN High Commissioner for Refugees

Title: Admin HR Assistant
Duty station: Copenhagen, Denmark
Section/Unit: PSP Head of Service, Division of External Relations
ICA Level: LICA-4
Corresponding level: G-4
Duration: from ASAP to 31/12/2024, with possibility of extension

1. General Background

The Private Sector Partnerships Service (PSP) sits with UNHCR’s Division of External Relations (DER) and is responsible for mobilizing resources from the private sector for refugees. UNHCR has developed a $1 Billion Private Sector Fundraising Strategy 2018-2025. This strategy focuses both on Individual Giving and Private Partnerships and Philanthropy (PPH) and identifies priority fundraising markets and regions.

In the past few years, PSP has been growing consistently and in order to support the ambitious target, it is necessary to increase the resources of PSP HR Unit to be able to respond rapidly and efficiently to the constant expansion of the Service.

The Admin/HR Assistant will function under the direct supervision of the HR Associate and in close collaboration with other team members, assisting the Unit with the administration of PSP affiliate workforce, as well as providing support with any other HR related matters under the area of responsibility of the PSP HR Unit.

2. Purpose and Scope of Assignment

Under the overall supervision of the HR Associate, the Admin/HR Assistant will focus on the following tasks:

• Provide assistance with the preparation of difference HR documents: letters, memorandums, templates, terms of reference, excel tables, etc.
• Support with various tasks linked to the recruitment cycle of Affiliate Workforce and Regular Staff portfolio (i.e. longlisting, interviews coordination, drafting recommendation memos, conducting reference checks, etc.)
• Ensure accurate update of relevant records and databases related to the administration affiliate workforce for PSP Worldwide.
• Support in reviewing and analyzing the monthly payroll and UNOPS invoices.
• Coordinate with PSP’s Focal Points globally to ensure accuracy of the requests for payments (if required) and other documents.
• Ensure the proper filing of all HR related documents.
• Build and maintain effective working relationships with PSP colleagues globally and with colleagues within and outside UNHCR.
• Perform any other Admin/HR task as required.

3. Monitoring and Progress Controls

• Support with timely processing of monthly requests of payments.
• Monthly audit of AWF records.
• Relevant records and databases duly updated.

4. Qualifications and Experience

a. Education

Completion of secondary education with post-secondary training/certificate in Business Administration, Office Management, Human Resources Management, Social Sciences or related field.

b. Work Experience

Minimum 1 year of relevant work experience with a high school diploma. No years of experience required with a Bachelor, Masters and/or PhD degree.

c. Key Competencies

• Service oriented team player.
• Excellent planning and organizing skills.
• Excellent liaison and interpersonal skills.
• Excellent computer skills with Microsoft Word, Excel, PowerPoint, etc.
• Excellent communication skills (spoken and written) in English.
• Ability to work well under pressure on multiple tasks simultaneously, establish priorities and deliver quality output in a most time-efficient manner.

Desirable skills and qualifications:

• Work experience with HR ERP systems, such as WorkDay.
• Work experience with Microsoft SharePoint.
• Working knowledge of another UN language.
• Work experience with UNHCR and/or with other humanitarian organizations

Eligibility
This position is open to applications from internal and external candidates provided that requirements regarding professional experience, academic qualifications, language, etc. are fulfilled.
Your application will NOT be considered if the online application form is not duly filled.

The candidates have to be legally present and have the right to work in the country of duty station. For non-EU citizens, HR requests the confirmation of the residence and/or work permit for Denmark at the stage of the short-listing of candidates for further assessment.

Additional Information
Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
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.

The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

Shortlisted candidates might be required to sit for a written test. Only shortlisted candidates will be notified. No late applications will be accepted.