TERMS OF REFERENCE (HR/Supply Associate – GS6) Post grade: GS6 Job Title: HR/Supply Associate Position n°: 10015651 Duty Station: Rabat, Morocco Contract Type/Period: FTA / one year renewable Expected starting date: 01/01/2015 ORGANIZATIONAL CONTEXT: The HR/Supply Associate will function under the direct supervision of the Representative, assisting him/her in personnel administration and other HR related matters of staff under area of responsibility (AOR), including the process of staffing and budget reviews, recruitment and appointment of staff, and in the performance management and staff welfare issues. He/she will assist in coaching and training of junior support staff. Incumbent will have close working relationship with the staff-related services in UNHCR, such as the Personnel Administration & Payroll Section, Medical Service, Staff Welfare and Global Learning Centre. Additionally, The HR/Supply Associate will manage and support all activities pertaining to the supply chain function including planning, sourcing, transport shipping, customs clearance and warehousing management in the operation. FUNCTIONAL STATEMENT Accountability The workforce in the AOR is well-informed of and understands the organization’s human resources policies and practices. UNHCR delivers timely and quality goods and services to persons of concern in compliance with supply chain rules and procedures. Responsibility: - Prepare HR related documents for the annual operations programme review. - Provide input in the review of the training needs of the staff, making appropriate proposals to meet identified needs. - Participate in the recruitment of local staff including the drafting of vacancy notices and arranging for typing, driving and/or other tests on the required skills. - Draft submissions for the review by the RAC. - Administer recruitment, assignment and reassignment of local staff, in accordance with UN/UNHCR rules and procedures. Update personnel records in the office, including MSRP entries into HR module where this activity has been rolled out from PAPS to the respective office. - Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrangements for their onward travel to the field office, if applicable. - Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations. - Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order. - Draft and dispatch quotation requests and/or tenders, and assist in the evaluation of offers and draft bidtabulations, prepare proposals for award of contracts to the Committee on Contracts. - Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence, and monitor the manufacture/transport of ordered goods to ensure timely delivery. - Provide guidance and advice on UNHCR procurement policies and procedures to support and assist requesting sections. - Perform other duties as required. ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED. - Completion of secondary education with post-secondary training/certificate in Business Administration, Office Management, Human Resources Management or related field. - Minimum 6 years of previous relevant professional experience. - Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization. - Fluency in English and working knowledge of another relevant UN language or local language. DESIRABLE QUALIFICATIONS & COMPETENCIES. - Working knowledge of other UN language(s). - Field experience with UNHCR and/or with other humanitarian organizations is an asset. - High IT affinity and working experience of PeopleSoft/MSRP HR module, as well as with MSRP Financials and Focus. - Completion of UNHCR learning programmes or specific training relevant to functions of the position such as the Supply Chain Learning Programme (SCLP). - Other UN procurement and logistics training – such as IAPSO and UNPD. Internal applicants are requested to share their fact sheet, personal history form-p11 and the covering letter. • • All applications (CV and motivation letter) should be addressed in writing to the following e-mail address: [email protected] The deadline for receiving applications is: Monday, 27 October 2014 at 18:00hrs, latest.