Standard Job Description
Associate Personnel Administration Officer
Organizational Setting and Work Relationships
The Associate Personnel Administration Officer is a member of the Personnel Administration Section (PAS), within HR Staff Services in Budapest. The incumbent will function under direct supervision of the Personnel Administration Officer (PAO). S/he supervises a team of Personnel Administration Associates and Senior Personnel Administration Assistants (PAAs), and works independently in a discreet working environment in which various Personnel Administration issues will be discussed and actions initiated. The confidentiality of all personnel matters and the need to deal with clients in a courteous and efficient manner are salient features of this position. The incumbent is expected to maintain effective and cordial working relationship with UNHCR staff members and other counterparts within the organization as well as outside in order to ensure expedition of required action(s), while observing discretion, due confidentiality and courtesy in all his/her dealings. The incumbent may be required to function as Officer in Charge in the absence of the PAO.
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.
– Responsible for the interpretation and application of the UN Staff Rules and Regulations and administrative procedures on Personnel/Human Resources issues to ensure uniform and consistent implementation on concerned UNHCR staff.
– Actively engage in UNHCR policy developments, as well as in the adjustment of current processes and procedures upon issuance of new policies, thereby contributing to the delivery of up-to-date and timely service to the staff members and UNHCR Offices.
– Provide clarifications/guidance and counselling to supervisees on the staff members’ eligibility for benefits and entitlements within their respective conditions of employment. Monitor personnel-related correspondence between supervisees and staff members / UNHCR offices with a view to ensure accuracy, confidentiality and timely responses, and if required, liaise with staff members / UNHCR offices on escalated issues or refer the same for higher-level consideration.
– Review and clear submissions for the PAO’s approval in respect of staff movement and entitlements/benefits, as well as requests for exceptions subject to higher level consideration.
– Participate in the recruitment/appointment/selection of candidates for PAS vacancies and coach and guide newly recruited staff on various administrative and financial processes of the PAS and its standard operational procedures. Similarly, train and guide supervisees on application of UN HR rules and procedures as per established UNHCR policies, and actively contribute to the training needs assessment of GS staff.
– Conduct regular audit and verifications of various staff personnel data entries by supervisees and other auditees in the MSRP Human Resources database, and ensure required corrective measures are taken in the event of erroneous data are found. Upon verification and analysis of data, ensure appropriate action is taken.
– Approve all payments/disbursements/statutory claims within his/her delegation of authority as per established UNHCR admin/finance rules and other official issuances.
– Supervise the keeping of personnel records with a view to ensure comprehensiveness, confidentiality and timeliness.
– Initiate and oversee compliance with the performance appraisal and management system in respect of his/her direct supervisees.
– 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.
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
Personnel Administration; Personnel Management; Human Resources Management;
or other relevant field.
Certificates and/or Licenses
Relevant Job Experience
Minimum 3 years of experience in progressively responsible functions in an office that administer/manage a large number of staff, preferably within the UN.
Completion of specific UN/HCR training/learning programmes/modules in the area of management, HR and Admin/Finance. Proven ability to deal with multiple tasks in a courteous and service oriented manner in demanding working conditions that often have short deadlines. Ability to produce high quality output with desirable results.
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
HR-Local mass recruitment
(Functional Skills marked with an asterisk* are essential)
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.
Desired Candidate Profile
The successful candidate will have the authority to approve entitlements including signing memoranda, administrative forms and correspondence. Therefore, the candidate must have a solid, in-depth knowledge of, and extensive practical experience with, UN/UNHCR policies and regulations governing administration of staff entitlements. It is essential they possess practical experience in directly administering staff entitlements as well as in providing Admin/HR advisory services, managing personnel and operational systems (ERP), so that they may provide appropriate direction and support to supervised PAAs in complex cases and ensure timely, accurate and client-oriented service. The Associate Personnel Administration Officer will be expected to enhance their supervisees’ analytical skills and research ability in order to perfect their knowledge in administering efficiently. Strong leadership, organizational, and training skills are also essential for this role, as the Line Manager will need to provide guidance and foster the functional development of a diverse team, including newly hired members.
Candidates must be legally present in Hungary at the time of application, recruitment and hire.
In case of appointment, a competitive compensation and benefits package is offered.
Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).
Pension system: Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).
Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.
Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Required languages (expected Overall ability is at least B2 level):
The Associate Personnel Administration Officer will work directly under the supervision of the Personnel Administration Officer responsible for the Country Support Team within the Personnel Administration Section. In this role, the incumbent will be responsible for overseeing a team of four or more subordinates at the G-6 and G-5 levels. This team’s primary responsibility is to manage the administration of international staff in their respective regions. This includes providing training and support to HR staff in the field and offering guidance on various personnel administration issues.
CO-Strategic Communication, Entitlements, HR-Administration of Staff Contracts and Benefits, HR-Advisory on HR standards and processes within the UN Common System, HR-Local mass recruitment, IT-Computer Literacy, Personnel Administration, Personnel Records, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Bachelor of Arts (BA): Human Resources Management, Bachelor of Arts (BA): Personnel Administration, Bachelor of Arts (BA): Personnel Management
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
UNHCR Salary Calculator
Vacancy open to non-Hungarian applicants. French is desirable, and relevant experience is critical (see Desired Candidate Profile). Applicants may be required to sit for a written test.
This position doesn’t require a functional clearance