PSP Admin/HR Assistant

at  United Nations High Commissioner for Refugees UNHCR

Hardship Level (not applicable for home-based)
H (no hardship)
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate Type

UNOPS LICA4

Target Start Date
2024-12-01
Deadline for Applications
November 28, 2024
Terms of Reference
UNHCR, the UN Refugee Agency, is offering a contract within the Private Sector Partnerships Services in our Office in Brussels, Belgium.
UNHCR, the UN Refugee Agency is a global organization dedicated to saving lives, protecting rights, and building a better future for refugees, forcibly displaced communities, and stateless people. Every year, millions of men, women, and children are forced to flee their homes to escape conflict and persecution. We are in over 130 countries, using our expertise to protect and care for millions. UNHCR is almost entirely funded by voluntary contributions from governments and private donors.
The position is part of UNHCR’s Private Sector Partnerships (PSP) Section, which plays a crucial role in helping expand the organization’s funding base, while ensuring a sustainable and predictable stream of income. PSP as part of Division of External Relations (DER) is administratively divided in regions.
PSP Europe Regional Admin team supports the fast-growing PSP operations within the Europe region (about 6 PSP Operations) with finance, procurement, HR and other admin related tasks.
The PSP Admin/HR Assistant position is meant to strengthen the regional Admin team in our Brussels Office (central office for PSP Europe) on Admin/HR support and offers a unique opportunity to work with the entire PSP Europe Team.
Organizational context:
The Private Sector Partnerships (PSP) Services works in different regions: Europe, MENA, Americas, Africa, and Asia, and further decentralizes at local levels.
The position will be part of UNHCR’s Private Sector Partnerships Unit, which sits within the Department of External Relations (DER) responsible for mobilizing resources to enable UNHCR’s refugee response programming around the world. The PSP Admin/HR Assistant position will be part of PSP Europe Regional team (support Team for PSP Europe region) and it is based in the UNHCR Office located in Brussels.
The position:
We are seeking a dynamic and proactive team player, with relevant work experience in administration and supporting roles, to become a steady and reliable support to the Regional Admin/Support Team for PSP Europe, based in Brussels.
The main responsibility of this position is to support PSP Europe operations and colleagues with Admin/HR queries and under the direct supervision of the Snr Admin/HR Associate, to assist in the daily work of the PSP Europe Admin team.
Duties and responsibilities:

The PSP Admin/HR Assistant will work under the supervision of the Senior HR Associate with PSP Europe Admin Team and will support colleagues and PSP operations located in different European duty stations/locations. The incumbent will perform the following tasks:

• Assist PSP Europe Regional HR colleagues with recruitments and separations within the Europe region (e.g. communication with candidates, preparations for interviews and written tests);
• Draft HR documents/ memos;
• Assist PSP Europe Affiliate workforce and Interns with their leave requests, update leave records and prepare overviews;
• Request and coordinate PSP Europe colleagues’ UNHCR accounts, accesses to UNHCR systems and directories;
• Assist in local and regional onboarding of new employees and/or separation formalities;
• Assist PSP colleagues with their official travel related queries (review/clear travel requests, answer travel policy and processes related queries; assist colleagues in obtaining travel documents);
• Assist the travel focal point with the official travel related activities (prepare overviews, update lists/trackers/records);
• Support PSP staff/operations with the venue selection and administration of meetings, skill-shares and other events as planned in the region when required;
• Attend to the preparation of meetings, conferences and visits;
• Support with filing documents and keeping electronic and physical folders updated;
• Perform other related admin duties as required.

Essential minimum qualifications and professional experience required:

The ideal candidate will be required to have:

• Completion of secondary education (high school diploma) preferably with university degree (considered as an asset) in human resources, business administration or a related field;
• Minimum one year of previous job experience relevant to the functions.

Key Competencies:

• Good oral and written communication skills;
• Good coordination and analytical skills;
• Good interpersonal skills with ability to work with highly confidential data;
• A flexible and outgoing team player with excellent customer service oriented attitude;
• Excellent computer skills with knowledge of Word, Excel and PowerPoint;
• Ability to work independently but also as part of a team;
• Ability to multi-task;
• Attention to details;
• Excellent knowledge of English is mandatory (oral, written, comprehension);
• Knowledge of UNHCR rules and HR policies would be an asset;
• Strong French and/or Dutch knowledge is considered an asset.

Location:
The successful candidate will be based with the team in UNHCR’s office in Brussels, Belgium.
Conditions:
The position is associated with a yearly contract, valid until end of the year, with possibility of renewal. It is a full-time role with working hours starting from 9 AM to 6 PM, Monday to Friday (40 hours per week).
The salary is in line with the local UN GS Salary scale.
Important note: The recruited person will need to comply with the local legislation related to work permits and visas at the time of recruitment. Obtaining and renewing current visas and residence permits including all associated costs are the primary responsibility of the candidate.
Application process:
Only shortlisted candidates will be contacted and invited to the next stages of the recruitment process. For more information, please check UNHCR’s websites (www.unhcr.org).
In case of unexpected technical problems during the application process, candidates (not current UNHCR workforce members) should direct their questions to recruitment@case.unhcr.org, who can provide further technical support.
Standard Job Description
Required Languages
English
,
,
Desired Languages
Dutch
,
French
,
Additional Qualifications
Skills
Education
Certifications
Work Experience
Other information
This position doesn’t require a functional clearance
Home-Based
N

• Assist PSP Europe Regional HR colleagues with recruitments and separations within the Europe region (e.g. communication with candidates, preparations for interviews and written tests);
• Draft HR documents/ memos;
• Assist PSP Europe Affiliate workforce and Interns with their leave requests, update leave records and prepare overviews;
• Request and coordinate PSP Europe colleagues’ UNHCR accounts, accesses to UNHCR systems and directories;
• Assist in local and regional onboarding of new employees and/or separation formalities;
• Assist PSP colleagues with their official travel related queries (review/clear travel requests, answer travel policy and processes related queries; assist colleagues in obtaining travel documents);
• Assist the travel focal point with the official travel related activities (prepare overviews, update lists/trackers/records);
• Support PSP staff/operations with the venue selection and administration of meetings, skill-shares and other events as planned in the region when required;
• Attend to the preparation of meetings, conferences and visits;
• Support with filing documents and keeping electronic and physical folders updated;
• Perform other related admin duties as required