UNOPS - United Nations Office for Project Services

UNOPS HQ Copenhagen

Background Information – UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development. UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources. Working with us UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines. Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labour force — a strength that helps us better understand and address our partners’ needs. We continually strive to improve our gender balance through initiatives and policies that encourage the recruitment of qualified female candidates. Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background information – Implementation Practices and Standards (IPS)

Background information – IPS Within UNOPS, Implementation Practices and Standards (IPS) is responsible for the UNOPS delivery practices. IPS provides thought leadership, standards and oversight as support to the successful delivery of programmes and projects within UNOPS service lines (infrastructure, procurement, project management, human resources and financial management services). IPS is comprised of the Infrastructure and Project Management Group and the Procurement Group which aims to reduce organizational risks, improve project performance, and promote excellence across UNOPS projects through the Standards Management Framework; and provides organisational oversight on the application of standards. These Groups also support the positioning of UNOPS in the UN system and development sector in Infrastructure, Project Management and Procurement. IPSO also includes the Office of IPS (IPSO), that includes work streams on organizational excellence, knowledge management and the review of bid protests. As well as the Portfolio support unit, that aims at supporting the organisational readiness of UNOPS and provides support services to the Implementation Practices and Standards function.

Background information – Portfolio Support (PS)

Portfolio Support (PS) is a business unit within the IPS function which aims at (a) supporting aspects of the organisational readiness of UNOPS, and (b) managing IPS operations.

Organisational Readiness

UNOPS Organizational readiness is focused primarily on its mandate in infrastructure, project management and procurement. It aims to cover the ad-hoc resource needs of the Regional Portfolios to implement the corporate strategy and address the needs of donors. The PS team supports the UNOPS Regional Portfolios by supplementing their existing resources on demand. This support includes administering the Corporate retainer pool and developing/co-managing other agreements and partnerships.

Support to IPS operations

PS provides timely support to IPS on operational aspects and takes a coordination function in the areas of human resources (HR), general administration, communication, finance and procurement by working in close relationship with other Headquarter (HQ) units, notably the Shared Services Center (SSC). PS also manages the Project of the Year Award (POTYA).

Background Information – Job-specific

As part of the organisational readiness, under the overall supervision of the Portfolio Support Manager, the HR Senior Analyst’s focus is on the development and management of a pool of retainers (experts) that can be deployed to any UNOPS country office or project, on an ad-hoc basis (the Corporate retainer pool).

More specifically, the HR Senior Analyst will contribute to the UNOPS organisational readiness by being responsible for (a) analyzing the UNOPS portfolio needs and priorities in terms of retainers, primarily in Infrastructure, Project Management, Procurement and secondarily in Transactional Services, (b) maintaining, managing and keeping engaged the Corporate retainer pool, a pool of retainers to be used primarily by the field offices, in close collaboration with the retainers’ technical supervisors sitting in the HQ practices units, (c) maintaining the systems and data associated with the corporate retainers and analyzing the data collected to improve the performance of the corporate retainer pool and (d) overseeing the hiring process of the corporate retainers on various assignments, notably by advising the requesting units on the best match between the corporate retainers and their request for services.

While the retainer profile search is managed in Google Sheets, the hiring of the retainers on specific assignments, the post-assignment performance management and the payment functions are embedded in the UNOPS ERP system. The HR Senior Analyst coordinates the maintenance of the tool. and his/her analytical work contributes to the continuous improvements of the tool features (including testing exercise before any update release).

S/he is also part of the hiring process workflow, including receiving the hiring requests to advise on the most appropriate retainer profile for the assignment request received, ensuring timely review and acceptance of the request by all parties involved, and last, ensuring that the performance feedback is obtained after each assignment in parallel of, or prior to initiating the payment.

Further to the analysis of the UNOPS country offices’ needs, the HR Senior Analyst initiates and coordinates the corporate pool replenishment (recruitments) under the leadership of the Portfolio Support Manager and in collaboration with the Integrated Practice Advice and Support (IPAS) HR team.

The role requires:

  • strong coordination and stakeholder management skills, in order ro maintain the retainers engaged and promote their profiles to the UNOPS country offices and project teams
  • strong human resources manaagement skills, in order to be able to review and analyze the retainers (experts) profiles to match them to a specific request for services received from one of the UNOPS country offices/project teams, as well as coordinate recruitment processes to replenish/expand the pool (sound understanding and knowledge of UNOPS HR policy and processes will need to be acquired during the first month of the maternity cover)
  • strong data management and analysis skills, in order to survey the needs of the UNOPS country offices and project teams, as well as analyze and present the data collected through UNOPS systems and Google environment to support the management of the pool of retainers such as it is fit for purpose.

Maintaining the highest degree of personal and professional ethics, the HR Senior Analyst promotes a collaborative, service-focused, quality and results-oriented approach in IPS. The HR Senior Analyst works in close collaboration with the HQ business units and IPAS HR colleagues to successfully maintain a retainer pool addressing the needs of the UNOPS Global Portfolio.

This role is a maternity replacement of a 3 months minimum period that ends mid-April 2023, with a possibility to extend up to mid-June 2023

Functional Responsibilities

The HR Senior Analyst will own various tasks as outlined and assigned in PS’s annual work plan, ensuring timely delivery of tasks and reporting on progress against the work plan. More specially, the functions will include inter alia: 1.Support to the UNOPS organisational readiness

  • Survey the needs of the UNOPS Global Portfolio based on the regional business plans and priorities, notably using the UNOPS expert indicators, expertise area, and the engagement data.
  • Analyze the gaps against various key indicators and identify the priority areas for the building / expansion of the retainer pool.
  • Analyze the data from new engagements or engagements being developed and identify possible opportunities for retainer engagement.
  • Contribute to the improvement of the processes related to the use of retainers, in close collaboration with the relevant HQ practice unit and field stakeholders.
  • Generate, maintain and analyze data on trends, risks and opportunities in relation to the use of the retainers; notably taking into consideration gender, diversity and social inclusion aspects.
  • Present and report on data findings; Develop/maintain dashboards or other data visualization tools to facilitate the reporting to management.
  • Contribute to the continuous improvement of the retainer management tool, in close collaboration with the various stakeholders, so it serves both the corporate reporting needs and field offices operational needs.
  • Contribute to assessing annually the impact of the retainer resources at the corporate level.
  • Increase visibility of corporate retainers in all UNOPS regions and country offices following the communication strategy and plan developed in collaboration with the IPS Communications Officer.

2.Management of the retainer pools:

  • In close collaboration with the IPAS HR team and the technical supervisors, coordinate the recruitment processes to replenish and/or expand the pool of retainers. Coordinate/support the drafting of terms of reference at the desired level and contribute to identify the outreach channels.
  • Ensure that the retainers’ profiles are regularly updated and shared within the organisation.
  • Act as a focal point for the retainer hiring process and overall management of the pool.
  • Review the hiring requests and ensure that the retainer profile selected matches with the requester needs; propose alternate profiles and other resource options as deemed necessary.
  • Ensure that the hiring requests are completed and that the assignment may start within the agreed timeframe. Assist with travel arrangements, where applicable.
  • Ensure that feedback is obtained after each assignment, from the requester and from the retainer; act upon negative feedback to help improve the retainer’s performance for his/her next assignment.
  • Coordinate the engagement and performance management of the retainers, including contributing aspects such as on-boarding, completion of mandatory learning activities, sharing regular updates to the retainers on the organisation strategies, policies, guidance and tools, and fostering the relationship between the technical supervisors and the retainer personnel encouraging dialogue and two-way constructive feedback.
  • Contribute to the regular review of the retainers’ terms of references to ensure they are fit for purpose.
  • Coordinate and actively contribute to the promotion of the use of the retainers across the organisation.

3.Knowledge building and knowledge sharing

  • Organize, facilitate and/or deliver training and learning initiatives for personnel on areas of expertise.
  • Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and disseminating best practices in his/her area of work.
  • Collect feedback, ideas, and internal knowledge about processes and best practices and put to use productively.
  • Undertake research on a range of issues related to portfolio support and provide content for notes/reports including quarterly and year-end reports for monitoring, statistical and review purposes by management.

Education/Experience/Language requirements

1.Education:

  • Advanced University Degree (Master’s or equivalent) in Human Resources Management, Business Administration, social or behavioral sciences, or other relevant discipline related to data analytics is required.
  • A first level University degree with a combination of 2 additional years of relevant past experience may be accepted in lieu of advanced university degree.

2.Work experience: Required:

  • A minimum of 2 years of experience in human resources management are required.
  • A minimum of 1 year experience with data analysis is required (this may overlap with the human resources management experience).

Asset/desirable:

  • Previous experience in managing and maintaining a consultant pool or/and roster is desirable.
  • Experience in business statistics, data management, visualization and modeling is desirable, ideally with a focus on one or more of the functional areas for UNOPS (e.g. infrastructure, procurement, project management, human resources, financial management, and other management services)
  • Experience in the development sector or working with UN system organizations is desirable.
  • Knowledge of the infrastructure and/or project management and/or procurement sectors is desirable.
  • Experience using google suite is a strong asset.
  • Experience working on gender, diversity and social inclusion aspects is an asset.
  • Experience in multicultural environments, including in developing countries is an advantage.

3.Languages

  • Fluency in English is a requirement.
  • Working knowledge of French and/or Spanish and/or Arabic is an advantage.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: ICA Contract level: IICA 1 Contract duration: maternity cover (5/6 months)

For more details about the ICA contractual modality, please follow this link: (link)-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates and candidates from the Global South are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Work environment:

IPS offers a unique work environment in UNOPS headquarters in Copenhagen, Denmark, located in the UN City building, one of Copenhagen’s landmarks. UNOPS HQ offers a safe, family-friendly environment with multiple opportunities for networking and an active lifestyle in a city known for its excellent urban design and planning.

The IPS team is a diverse team in terms of age, nationalities and family situations. The team is inclusive and values social and athletic activities like team breakfast, Friday evening networking or sports such as sailing, climbing, running and squash. IPS is very dynamic and welcomes agility, autonomy and self-drive. The work of IPS is oriented towards exciting opportunities which have a corporate, global impact and is in touch with the whole of UNOPS. UNOPS has a hosting agreement with the Government of Denmark under which both national and international candidates are eligible for HQ-based positions. UNOPS officials are exempt from Danish taxes on UN incomes. EU citizens in particular may opt to be registered with the Danish State Administration as an EU migrant worker, and keep the rights associated with that status, or register through UNOPS with the Ministry of Foreign Affairs. EU citizens may apply for the free public Danish health insurance or special health card depending on their choice of registration. Non-EU citizens will be registered by UNOPS under the Ministry of Foreign Affairs and must purchase their own private health insurance.

Tags: communities of practice, continuous improvement, data analysis, data analytics, data management, data visualization, development projects, ethics, financial management, human resources, human resources management, knowledge management, knowledge sharing, management services, peacebuilding, performance management, procurement, professional ethics, project management, security management, shared services, social inclusion, support services, sustainable development