Human Resources Operations Associate (G6)

Main Purpose

The post is located in the Human Resources section within the Fund Administration Unit (FAU). The section is responsible for overseeing the development, implementation and day-to-day execution of operating policies related to the administration of terms and conditions of employment in line with OSCE Common Regulatory Management System (CRMS), recruitment, staffing and classification of posts, post tables for the annual budget preparation, staff-management relations, staff welfare, social security, training and development, staff benefits and entitlement and payroll.

Working Relationships

Within the POiB, the incumbent maintains regular working-level contacts with mission members across all departments in relation to HR and payroll matters within the scope of assigned responsibilities, providing guidance and support on HR procedures, payroll administration, contractual matters, entitlements, ERP-related processes, and HR workflows. The incumbent maintains frequent contact with HR counterparts in the OSCE Secretariat and other OSCE executive structures for the purpose of coordination, clarification of technical HR and payroll matters, and exchange of information related to the implementation of HR procedures and processes. External contacts include candidates, consultants, recruitment and training providers, social security and insurance representatives, and counterparts in other international organizations in relation to HR administration, recruitment, payroll, learning and development, and related operational matters.

Tasks And Responsibilities

• Serving as technical focal point for payroll matters, managing monthly payroll administration and reporting, ensuring timely and accurate processing in compliance with OSCE regulations, rules and procedures; maintaining HR-related ERP records, resolving routine discrepancies, and providing procedural guidance on payroll and HR administration matters to other HR personnel;
• Co-ordinating recruitment and selection processes in line with the OSCE Common Regulatory Management System (CRMS), including preparing vacancy notices, administering recruitment in Taleo, organizing interviews and evaluation processes, maintaining candidate records, preparing recruitment documentation, conducting reference checks, and liaising with candidates throughout the recruitment cycle;
• Administering contractual and personnel matters, including maintaining personnel records, monitoring contract status and extensions, co-ordinating transfers and separation processes, maintaining rosters for short-term mission members and consultants, supporting the administration of Special Service Agreements (SSAs), and ensuring HR records and ERP data are accurate and up to date, including the Purchase Orders for contracted experts;
• Co-ordinating the implementation of performance management, onboarding, learning and development activities, including monitoring probationary periods and mandatory training requirements, organizing induction and training activities, liaising with training providers, maintaining training records, and providing procedural guidance to supervisors and staff;
• Providing procedural guidance and administrative support to managers and mission members on HR policies, regulations, procedures and HR-related workflows; assisting with complex HR administrative matters and contributing to the consistent application of HR policies and processes;
• Co-ordinating and administering learning and development activities, including training needs assessments, liaison with training providers and external institutions, identification of learning opportunities, and related logistical and administrative support;
• Contributing to the development, implementation, and monitoring of the POiB Learning and Development Plan, and serving as the focal point for learning and development matters by providing guidance and support to departments;
• Providing operational backstopping to the Human Resources Officer during absences by ensuring continuity of payroll, recruitment, contract administration and other HR services, monitoring deadlines and responding to routine HR enquiries.

Necessary Qualifications

• Completed secondary education, supplemented by specialized training or formal studies in human resources, payroll, administration, management, business administration or other relevant fields;
• Minimum six (6) years of working experience (5 years with a first-level university degree or 4 years with a second-level university degree) in the field of human resources or administration, part of which should preferably have been in an international environment;
• Advanced computer literacy with practical experience in Microsoft Office applications. Experience with ERP software is an asset;
• Established organizational, communication and interpersonal skills;
• Excellent spoken and written communication skills in English and Russian/Kyrgyz languages;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
• Computer literate with practical experience using Microsoft applications.