Country: Madagascar
Closing date: 29 Jul 2015
TERMS OF REFERENCE - Stretch Assignment
- Title :Human resources Assistant (Personal administration)
- Proposed level :GS6
- Reports to :Human resources Specialist P3
- Duration : 6 weeks
- Location :Antananarivo (Madagascar)
- Period : August–September 2015
- Opening date : 24 July 2015
- Closing date : 29 July 2015
BACKGROUND
In June 2015 there were five additional VDPV Type 1 cases reported in Madagascar that were linked to the November 2014 VDPV cases. This indicates a sustained circulation of the wild poliovirus in the country warranting an immediate and urgent response. The quality of the conducted SIAs were inadequate to stop the transmission. GPEI has approved one immediate SNID, and three NID campaigns that are to take place before the end of 2015. To improve campaign quality and sensitivity of the AFP surveillance system, resourcing GPEI partners in Madagascar is of utmost imperative. The situation is complicated by a further deepening political crisis and high staff turnover in the line ministries and departments. Thus, a rapid increase in polio surge staff and consultants capacity for the next 6 months is foreseen both for WHO and UNICEF, as per the Standard Operating Procedures for Outbreak response.
In order to support for this polio outbreak response, Madagascar is looking for a Human resources Assistant (Personal administration) at GS6 level.
- Under supervision of the Human resources Specialist P3 (Polio Surge staff), responsible for personal administration of human resources affected to polio response in Madagascar (Antananarivo and in the field). He/she will be responsible for recruitment on-boarding and off boarding of surge staff. He /she will acts as HR focal point for conducting orientation of staff and supporting in administration process. He/she will provides technical support direct work in VISION for HR administration.
MAIN RESPONSIBILITIES AND TASKS
- Arrange induction and orientation for on-boarding and off-boarding of polio surge staff and consultants (Travel, accommodation booking, local transportation, working space, gathering the mandatory on-boarding and off-boarding documents, monitoring Security mandatory training, coordination of visas with the administration unit, follow PAFs with DHR if required)
- Provide briefing on personal / consultants procedures and requirements, as well as staff / consultants entitlements.
- Provide oversight for the determination and processing of all entitlements for polio surge staff and consultants in accordance with UN/UNICEF rules, regulations, instructions.
- Ensure that entitlements for on-boarding / off-boarding and travel are paid in a timely manner
- Organization of travel for staff and consultants affected polio response (monitoring of travel quotation, initiation of Travel authorization and security clearance, claims and mission reports follow up, closing of TA in VISION, booking of vehicles and Accommodation)
- Provide technical support in various aspects of VISION related to Human resources administration.
- Manage SSA and surge mission contracts as per the work process.
- Monitor visas
- Staff list update with contacts
- Monitoring of the performance evaluation reports
- Establishment of an electronic Roster database
- Drafting of various administrative documents
- Data collection to complete the On-boarding and off-boarding documents
- Ensure that all physical and electronic files for polio surge staff and consultants are kept to date
- Generate various reports and perform any additional task as and when necessary
- Any other duties required for the smooth running of the HR unit
MINIMUM QUALIFICATIONS AND COMPETENCIES
· Completion of Secondary School. University level courses in Human Resources Management, Administration, Social Sciences or any other related field of discipline relevant to the job is an asset.
· Six (6) years of progressively responsible experience in the Human Resources Management and Administration.
· Mastering VISION, UN Staff Regulations; Rules and Personal Directives, UNICEF Human Resources Manual & Electronic Handbook, UN/UNICEF Administrative Instructions & Circulars on personnel, administrative & financial matters are requirement
· Work experience in emergency is an asset.
· Fluency in French (verbal and written). Good written and spoken skills in English and knowledge of another UN language an asset.
DUTY STATION AND TRAVEL
The post is Office-based in Antananarivo with travel within the country to priority regions. She/he will work in a close collaboration with the Human resources specialist and the whole HR team.
CONDITIONS OF WORK
Regular working conditions in Antananarivo. Difficult working conditions in the field. S/he will be provided with full support from UNICEF including basic office support and field levels.
INDEPENDANCE
The staff member is supposed to work independently, with minimal supervision. Necessary guidance will be provided on the processes and procedures applicable in the HR personal administration. Nonetheless, she/he is expected to work independently on activities and to provide regular feedback to supervisor.
OTHER SKILLS NEEDED
Flexibility, judgment, maturity, and ability to work with a team. S/he should be able to cope with stressful and difficult conditions, and political/cultural sensitivity.
How to apply:
HOW TO APPLY
Interested and qualified internal candidates should send their applications (resume, motivation letter, copy of higher degree, UN personal History Form (P11 available on http://www.unicef.org/about/employ/files/P11.doc), copies of the 2 most recent PERs to:
hrantananarivo@unicef.orgwith reference:
"15 /Surge/HR/ Stretch AssignmentHRA (Personal administration)**”**
Deadline: 29 July, 2015 (Incomplete application or received after the deadline will not be considered)
Only candidates who meet the above highlighted criteria will be contacted.
UNICEF is a smoke free environment.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
APPROBATION :