Post Title: Expert - Human Resources and Administration
Office: Department Administration, Finance and Human Resources
Supervisor: Assistant Secretary-General
Duty Station: OACPS Secretariat, Belgium
Posting period: 10 September 2021 to 30 October 2021
Post Number: ACP/41/063/21/AFHR/HR/CNA
No. of Vacancies: 1
Under the overall guidance and supervision of the Assistant Secretary-General – Administration, Finance and Human Resources, the Expert - Human Resources and Administration oversees the application of Human Resources policies and procedures. He/she provides informed advice to the Assistant Secretary-General in charge of Administration, Finance and Human Resources (ASG-AFHR) and to the staff in general on Human Resources matters.
In the execution of her/his duties and responsibilities, the Expert-Human Resources and Administration interacts with staff members at all levels:
- The other Assistant Secretaries-General, to provide information and clarity on staff matters such as staff performance assessment, staff recruitment and the implementation of new human resources policies.
- Relevant Consultants and head of the Legal unit for legal opinions on all HR matters and to clarify contentious issues.
- Staff representatives to clarify contentious issues and handle grievances.
- Staff members in general to relay information, advice and guidance, and provide clarity on all staff-related matters.
As Head of Administration, the incumbent is the Supervisor and Team Leader for Staff Members in the Professional and General Services Categories. He/she is responsible for the management of the facilities and assets of the OACPS, including the Secretary-General’s Residence. The Expert-Human Resources and Administration provides varying support services to the OACPS Secretariat ensuring high quality, accuracy and consistency of work and promotes a client-oriented approach consistent with OACPS Rules and Regulations. He/She ensures optimal delivery of procurement functions including the negotiation and management of contract and tender processes for the Secretariat.
Functions / Key Results Expected
1. Manages the Human Resource and Administration functions of the Secretariat focusing on the achievement of the following results:
- Provides oversight of administrative, operational, and staffing functions
- Ensures appropriate implementation of the Rules and Regulations, as well as policies and at all levels.
- Institutes staff performance management and staff development policies/systems that are effective and facilitate the execution of the Organisation’s mandate.
- Provides guidance on new initiatives and innovations to adapt services to meet organisational needs and best practices
- Institutes occupational health and safety and insurance policies that cover death, accidental death and/or injury in the course of duty for all staff members in accordance with approved provisions.
- Provides leadership and direction for general service operations
- Coaches and mentors Staff.
2. Provides proposals and recommendations to the Assistant Secretary-General, Administration, Finance and Human Resources to be presented to Management and the Governing Organs (Subcommittees, Committee of Ambassadors, and Council of Ministers) on Human Resources matters for approval/decision making, focusing on the achievement of the following results:
- Amendment or introduction of Human Resources policies, procedures and practices.
- Updated procedures and practices for staff recruitment, staff performance management, staff discipline, staff grievance, staff rewards, remunerations and staff termination in line with international best practice.
- Periodic revision of HR Regulations, Internal Rules, procedures and practices in line with international best practice.
3. Provides informed advice on Human Resources matters to immediate supervisor and the staff members in general, focusing on the achievement of the following results:
- Appropriate interpretation and application of human resources policies and procedures by management and staff.
- Appropriate interpretation of proposals for amendment of staff conditions of service and work for decision making by management and the OACPS governing organs (Subcommittees, Committee of Ambassadors and Council of Ministers).
- Induction of all newly recruited staff members to understand their conditions of service and conditions of work.
- Representation of Human Resources Unit in internal advisory bodies (Grievance, Recruitment, Staff Assessments Disputes, Disciplinary Committees) to provide guidance and information on Human Resources aspects.
4. Facilitates the recruitment of staff, focusing on the achievement of the following results:
- Recruitment of suitably qualified and competent staff members to vacant posts by applying approved recruitment procedures that meet internationally accepted standards.
- Updating and maintenance of recruitment dossiers, human resources reports, human resources documents, internal and external human resources correspondence.
5. Administers all staff matters, focusing on the achievement of the following results:
- All staff members are issued with staff contracts in accordance with approved policies.
- Staff members’ benefits and entitlements are awarded in accordance with approved Regulations and Internal Rules (upon recruitment, during tenure, and on separation).
- The efficient administration of staff matters.
- Effective annual evaluation of staff performance.
- Enhanced staff performance through provision of appropriate staff development programmes.
- Effective induction of newly recruited staff and diplomats from OACPS Missions.
- Effective application of approved tools for recruitment of staff to vacant posts
6. Manages the General Services Categories, focusing on the achievement of the following results:
- Oversight of the administrative, operational, financial and staffing functions
- Delegation of work, setting of priorities and objectives to accomplish operational tasks in a timely and appropriate manner
- Definition of performance indicators and rationalisation of annual work plans and reporting performance assessments
- Participating in staffing activities including interviews and hiring of personnel to maintain adequate level of human resources
7. Total Facility and Asset Management, focusing on the achievement of the following results:
- Management of requests from OACPS organisations to rent the OACPS Secretariat’s Reception and Exhibition halls
- Management of a range of facility maintenance services including reception/switchboard, office space planning, asset inventory and disposals, security, and waste management
- Recommendations on all aspects of the building services functions including implementation of preventive maintenance plans
- Liaison between the OACPS Secretariat and government bodies for compliance and adherence to local regulations
- Accountable and responsible for information management policies and procedures, record-keeping practices, file plans, retention schedules and procedures including research and evaluation of new information systems
- Coordination of research, feasibility studies, inspections, risk assessment and analyses related to the OACPS Secretariat Building and the Secretary-General's Residence.
8. Procurement of supplies, services and works; and contract management with the support of the Procurement Assistant focusing on the achievement of the following results:
- Procurement of capital goods and services and implementation of dedicated budget lines for the OACPS Secretariat and the Secretary-General's residence
- Distribution and disposal of equipment, furniture, vehicles and others in accordance with financial regulations. Appraisal and management of contracts and contractors, negotiation and review of contracts, monitoring of payment conditions, assessment of legal implications, maintenance of customer-supplier relationship, and service provider contact
- Preparation of procurement-related documents, including procurement templates, contracts, correspondence, communications, guidelines, instructions
- Identification of needs and development of expenditure forecasts for preparation of budget estimates for future financial periods
- Preparation of cost estimates for minor construction and maintenance projects.
Impact of Results
The key results have an impact on the working environment of the Secretariat by the development of a high calibre workforce, development of an organisational culture that emphasises quality, continuous improvement, and high performance. The key results also have an impact on ensuring that the needs of both internal and external clients are being met in a cost- effective and consistent manner within the scope of applicable guidelines and regulations.
- Places the good of the Organisation above personal, national or other interest.
- Demonstrates and promotes the highest standard of integrity, impartiality, fairness, confidentiality and incorruptibility in all matters affecting his/her work and status.
- Understands the structure and hierarchy of the OACPS Secretariat, process flows throughout the Organisation, products and services, their measures of effectiveness, and perceptions of clients
- Uses understanding of the organisational culture and key players to gain support for initiatives and to determine optimum timing to launch initiatives and address issues.
- Accepts responsibility and accountability for the quality of the outcome of his/her decisions.
- Possesses expert knowledge of principal Human Resources theory and practice, including a broad range of Human Resources disciplines as well as Human Resources best practices in public and private sector in keeping with strategic plans and interventions
- Keeps abreast of new developments in Human Resources and seeks to develop him/herself personally.
- Has excellent knowledge of organisational policies and procedures relating to the position and applies them consistently in work tasks.
- Understands the main processes and methods of work regarding the position
- Demonstrates good knowledge of information technology and applies it in work assignments.
- Continues to seek new and improved methods and systems for accomplishing the work of the unit
- Management of team to ensure delivery within scope and time with high quality standards.
- Ability to lead people of varying grades and cultural backgrounds
- Organises and prioritises work schedule to meet clients’ needs and sets deadlines.
- Establishes, builds and sustains effective relationships within the work unit and with internal and external stakeholders.
- Promotes knowledge sharing and management practices within his/her area of responsibility.
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
- Demonstrates respect for and understanding of diverse points of view in daily work and decision-making.
- Listens to others, correctly interprets messages, asks questions to clarify and exhibits interest in having two-way communication.
- Demonstrates strength of character and ability to stay calm and show maturity in stressful situations.
- Demonstrates professional independence and ability to avoid undue influence and pressure from all quarters.
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.
- Diligence and proactiveness
- Ability to exercise good judgment.
Master’s degree or equivalent in any of the following fields: Human Resources, Public or Business Administration, Management, Law or other related field.
Minimum of 7 years professional Human Resources experience. Additional experience in administration, logistics or operational services management in an international and multidepartment environment is desirable.
Good command of English, French, Portuguese or Spanish. A good working knowledge of at least one of the other three languages would be an added advantage.
Candidates for the post must be nationals of Member States from the African, Caribbean and Pacific regions and must therefore attach a copy of their valid passport for proof of nationality. Applications from non-ACP nationals will not be considered.
Staff Members of the OACPS are subject to the authority of and duties assigned by the Secretary-General and will discharge their functions under conditions established by the Secretary-General.
All employment decisions are made on the suitability of the candidate and the needs of the OACPS. Due regard will be paid to the importance of recruiting staff on as wide a geographical basis as possible.
The appointment to this position is for an initial period of 3 years and renewal thereof is subject to the needs of the OACPS and availability of the post or funds.
Applications for this post should be sent by e-mail to: firstname.lastname@example.org and must reach the Secretariat by midnight on the deadline date.
Applications must be accompanied by updated curriculum vitae completed in the following format: https://europass.cedefop.europa.eu/editors/en/cv/compose. Applications in another format will be treated as incomplete and will not be considered for further evaluation. Applicants must provide copies of degrees, diplomas, certificates and any other document attesting to their competence and professional experience.
Only shortlisted candidates will be contacted and those under serious consideration will be subjected to reference checks.