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Team Lead Staff Administration (GS-7)


Principal Functions

In fulfilling a senior role within a small team within the Branch, and under the general supervision of the P3 HR Policy Officer in HR Governance, the incumbent serves as a principal assistant providing leadership and expertise to develop and administer procedures and practices to ensure the accurate management and service delivery of all employee benefits and entitlements:

The post holder participates in and supervises a variety of tasks to ensure effective human resources management for national and international staff alike, focusing on the delivery of HR administrative and staffing services from appointment and contract / entitlement management to separation by upholding a culture that is fair, respectful and inclusive, such as:

  1. Supervises the day-to-day work of the Staff Administration team ensuring the implementation of entitlements and benefits (payment of salaries, dependency benefits, education grant, rental subsidy, home leave, onboarding and separation entitlements) in accordance with the Staff Regulations and Interim Staff Rules of the OPCW and applicable Administrative Directives and Information Circulars;
  2. Supervises and coordinates the issuance of contracts, for all categories of personnel, including staff, SSAs, and interns (checks all contracts issued for accuracy in terms/conditions of staff members' employment);
  3. Provides expert advice to the Head, HRB on all matters pertaining to entitlements and benefits related policies and procedures;
  4. Acts as the focal point for answering atypical queries and/or advising staff members regarding their eligibility to entitlements and benefits. Make decisions and recommendations on more complex issues which are subject to final verification by the Head, HRB;
  5. Acts as Secretariat to the Advisory Board on Compensation Claims under the SIDDI policy;
  6. Participates in the formulation of human resources policies, strategies, practices and procedures related to administration of entitlements to meet the evolving needs of the Organisation. Advises on the development, modification and implementation within OPCW of UN common system policies and practices related to staff administration, and reviews their effectiveness;
  7. Maintains liaison with other organisations/agencies to ensure that OPCW is at the forefront of efficiency and effectiveness in the management of entitlements and benefits in comparable systems, including the UN common system. Keeps abreast of the developments in various areas relating to the work of Staff Administration;
  8. Ensures that all necessary policy and procedure guidelines are followed and communicated to all relevant stakeholders for the provision of services related to entitlements and benefits.  Ensures that a quality service is provided by initiating and monitoring checks and balances to ensure the correct benefits and entitlements are enacted for staff;
  9. Contributes to the embedding of the ERP system in the OPCW in relation to the administration of benefits and entitlements and to its ongoing development to provide for an effective tool.

Overall responsibility for the function and strengthening of the team

  1. Day-to-day supervision of the Staff Administration team ensuring that all necessary internal policies and procedures are followed;
  2. Analyses the scope of the Staff Administration team’s responsibilities, complexities/constraints and workload volumes and proposes optimal strategic long-term team structure and functional distributions;
  3. Strengthens the Staff Administration team in its understanding and implementation of HR policies, in promoting client-oriented practices and communication, establishing systems resulting in strong value-adding HR services, and its engagement of staff and key implementing partners.

Facilitation and promotion of knowledge-building and knowledge-sharing

  1. Implements training for operations/programme staff on HR benefits and entitlement issues;
  2. Synthesises lessons learned and shares best practices;
  3. Carries out other tasks as deemed appropriate for the post.

Knowledge and Experience

Education

Essential 

High School Diploma or equivalent Diploma of higher secondary education.


Desirable

Additional training/courses from a recognised educational institution in the area of personnel administration.

Experience

Essential

At least nine years of progressively responsible and related experience in the area of administering UN common system or related organisation benefits and entitlements; demonstrated experience in a customer-servicing rol.

Desirable

Familiarity with Unit4 Business World HR application.

Key Competencies

  1. Demonstrates integrity by modelling the UN values and ethical standards;
  2. Demonstrated ability to promote the vision, mission, and strategic goals of the TS;
  3. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  4. Fair treatment to all.

Functional Competencies

  1. Wide-ranging experience of staff administration practices within the UN common system or related organisation;
  2. Focuses on impact and results for the client; promotes and lives by an ethic of client service, seeking to produce significant and positive impacts;
  3. Communicates clearly and convincingly; demonstrates strong oral and written communications skills. Is particularly able to draft and submit requests for legal opinions and responses within the administrative guidelines and staff rules and regulations;
  4. Promotes a learning environment in the Staff Administration Section; empowers staff to address their development needs and promotes an open atmosphere of mutual feedback and support;
  5. Displays strong analytical organisational and time management skills; displays flexibility, adaptability and the capacity to work under stress. Displays excellent interpersonal skills and is a team player in a multi-cultural environment;
  6. Demonstrates the ability to carry out research to contribute to formulation of policies, standards, procedures and guidelines;
  7. Leads teams effectively and shows conflict resolution skills;
  8. Ability to coach, guide and impact change;
  9. Focuses on impact and result for the client and responds positively to feedback;
  10. Builds strong relationships with clients and external actors.

Language Requirements

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.