Admin/HR Officer (ICT)

Administrative/Human Resources Officer (ICT)   

ORGANIZATIONAL CONTEXT

Under the overall guidance and supervision of the Deputy Director (ICT Ops)/Head, ICT Service Centre, the incumbent provides guidance and support on all HR and Administration related activities within the ICT Service Centre and to DIST staff, through coaching and providing advice to the relevant staff on HR/ administrative matters.  He/she assists the Snr. Management and provides expert input in the staffing reviews, in the process of recruitment and appointment of staff, and in the performance management and staff welfare issues. The incumbent directly supervises general service and HR staff as well as all other administrative and warehouse staff of the ICT Service Center, including the pool of drivers.

Internal and external relationships are with:
- The Personnel Administration & Payroll Section, Recruitment & Postings Section, Performance Management, Medical Service, Staff Welfare and Global Learning Centre.
- Administrative staff of other UNHCR offices to coordinate normal and emergency missions, dispatch of ICT equipment from the ICT Warehouse.
- The local authorities (Ministry of  Foreign Affairs (MoFA), Ministry of  IT, Jordan Customs, Telecommunications Regulatory Authority (TRA), etc.) to ensure all ICT equipment passing though the ICT Warehouse or ICT Service Centre is exempted of all duties / taxes and is cleared for use in Jordan or for onward shipment to other UNHCR operations.
- The local authorities (primarily MoFA) on all matters related to international staff (resident permits, shipments, exemptions, travel documents, etc.).
- ICT Warehouse staff to ensure accurate records are maintained of all ICT equipment imported and exported.
- International and local shipping companies to ensure all import/export of ICT equipment from the ICT Warehouse is processed promptly and shipped in the most expedient way to its destination.
- Local hotels to arrange accommodation for visitors and facilitate ICT workshops/trainings and
- Local travel agent to ensure staff travel is arranged in the most effective manner.  

FUNCTIONAL STATEMENT

Accountability
- UNHCR recruits, contracts and deploys staff and makes sufficient use of affiliate workforce in DIST/ICT Service Centre to meet its current and future operational needs.
- The workforce in the DIST/ICT Service Centre is well-informed of and understands the organisation¿s human resources policies and practices.
- The workforce in the DIST/ICT Service Centre is aware of the Code of Conduct and acts with integrity.
- UNHCR provides a healthy, safe and respectful working environment for its workforce.
- UNHCR office premises is managed in an efficient and cost-effective manner and comply with UN security standards.
- The Service Centre has adequate services and supplies to deliver its operations.
- Management is promptly informed of issues relating to compliance with UNHCR standards of work-life balance, security (including MOSS/MORSS), health, well-being and living conditions of staff, and resource allocation.

Responsibility
- Guide, support and contribute to the preparation of the annual operations programme review submission.
- Ensure timely advertisement and filling of the vacancies. Guide the functioning of the Assignments Committee (AC) and provide guidance to managers in preparing their submissions for the AC review.
- Provide guidance and supervise process of recruitment, assignment and reassignment of local staff in the office, in accordance with UN/UNHCR rules and procedures, including those related to diversity. Ensure that office correctly maintain the personnel records, as well as the staff attendance, overtime and leave records.
- Maintain liaison with the support sections and divisions at headquarters, specifically with DHRM, on matters related to planning and management of staffing resources, as well as to recruitment and personnel administration support, medical and other issues of staff welfare and safety.
- Provide guidance and counselling to ensure that UNHCR¿s workforce has a sound awareness of UN/UNHCR staff rules and regulations (including the Code of Conduct) and is aware of its rights and obligations as well as benefits and entitlements.
- Support the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the ICT Service Centre.
- Monitor the day-to-day personnel and administrative operations of the Service Centre in close coordination with ICT technical staff.
- Provide advice on personnel and administrative policies and procedures.
- Coordinate training and capacity-building activities to staff in HR and administrative related areas.
- Prepare staffing and ABOD requirements for the Service Centre and assist in budgeting and in procurement of ICT equipment for ICT stockpile.
- Ensure coordination of local procurement for the smooth running of the offices and of the monitoring of quality and timeliness of goods delivered.
- Ensure the implementation of staff safety and security measures, in consultation with country office/UNDSS.
- Bring to the attention of senior management issues relating to compliance with UNHCR standards of work-life balance, security (including MOSS/MORSS), health, well-being and living conditions of staff, and resource allocation.
- Assist Head of office with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
- Brief newly assigned international staff on local conditions and admin/personnel related issues.
- Organise and/or facilitate ICT related trainings for ICT staff of the centre, and ICT staff working in the field operations.
- Assist international and local ICT procurement for the smooth running of the Service Centre.
- Manage contracts and relations with suppliers, ICT vendors and Managed Service providers.
- Provide administrative support to the ICT resource personnel when planning the Workshop on Emergency Management (WEM) and related events and/or when going on mission, etc.
- Maintain accurate HR records for all staff of the ICT Service Centre, including Absence and Vacation, travel requests and authorizations, visa requests, residency permits, etc.
- Assist in preparing job descriptions for the newly created /reclassified ICT positions.
- Ensure that all procurement, including ICT equipment, required for the ICT Centre, and Field operations is done as per specification, and within the Financial Rules of UNHCR, and approvals are obtained from the appropriate authority.
- Ensure that inventory and other asset management records are accurately maintained.
- Act as focal point for all training related activities at ICT Service Centre for all staff.
- Undertake other tasks or assignments within area of competence as directed by the direct supervisor and/or DIST Director/CIO.

Authority
- Enforce compliance with UNHCR¿s human resources policies (e.g. policies on gender, disabilities, diversity, ethics and HIV/AIDS), the UN/UNHCR staff rules and regulations, as well as with the performance appraisal and management system.
- Issue and extend contracts for staff recruited locally.
- Approve payments related to personnel issues such as settlement of travel claims, overtime claims, danger pay, MIP reimbursements, medical and security evacuations, shipment costs.
- Represent UNHCR in the working groups/task forces within the country/regional UN inter-agency mechanism on coordination of salary surveys, staff safety and welfare concerns.
- Provide guidance to the office regarding the selection of local service providers/IPs, within the established financial parameters.
- Enforce local compliance with UNHCR¿s workplace standards.
- Allocate office space.
- Propose service providers (e.g. building security guards and cleaning companies).
- Purchase materials and contract services for the office, as requested.
- Certify that disbursements are in accordance with the administrative budget and UNHCR¿s Financial Rules.
- Negotiate with local service providers, within the established financial parameters.  

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- University degree in Human Resources Management, Business Administration, Law or similar disciplines.
- Minimum 8 years of previous relevant work experience (6 years with advanced university degree) in progressively responsible functions in an office administering a large number of staff, preferably within the UN, with at least 4 years¿ experience in ICT work environment, and support to ICT related activities.
- Minimum 1 year of ICT warehouse management experience.
- Good knowledge of UNHCR administrative rules, procedures and processes (such as MSRP and FOCUS) and exposure to provision of support services in an international organization.
- Excellent knowledge of English.  

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Good knowledge of United Nations administrative, financial and human resources rules and procedure.
- Field experience with UNHCR and/or with other humanitarian organizations.
- Completion of relevant UNHCR learning programme.
- ITIL certification to the V3 Foundation level.
- Working in an international organization in various geographic locations.
- Working knowledge of any other UN language.