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Emergency HR Associate (Roving)

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Title of Position: Emergency HR Associate (Roving)

Position Number: 10022763

Category & Level: General Service, G-6

Location: Division of Emergency, Security and Supply (DESS) Global Service Centre, Budapest

Effective date:  as soon as possible

Duration: initially for a period of one year

Closing Date: 11 January 2015


In view of the increased emergency preparedness and response needs, for both refugee and IDP situations, in the context of complex humanitarian operations where UNHCR’s leadership and coordination role is increasingly important, UNHCR’s emergency capabilities have been adjusted and reinforced in keeping with today’s emergency environments.  The Community-Based Protection approach, the new Refugee Coordination Model, and UNHCR’s commitments under the IASC Transformative Agenda and L2/L3 emergency protocols underpin the Organization’s emergency coordination, preparedness and response.

In order to keep abreast with these new challenges, the Emergency Capacity Management Service (ECMS) under the Division of Emergency, Security and Supply has been  reconfigured into an emergency coordination, preparedness and response structure with a view to build a more robust and predictable emergency response and organizational preparedness.  Emergency response deployments will be team based, with a core capacity of Senior Emergency Coordinators and teams of professional staff based in Geneva, supported by four general service positions based in Budapest who will also be on permanent standby for emergency deployments.

The Emergency HR Associate (Roving) will form part of one of the Emergency Preparedness and Response Field Teams (“Emergency Teams”) and will be on permanent standby for emergency deployment.  S/he will deploy with the team to prepare and respond to new refugee and/or IDP emergencies and provide HR support to the UNHCR Representative in the country or region, under the overall supervision of the Emergency Admin/Finance Officer. 

When deployed on an emergency mission, the incumbent will receive specific ToRs for the mission, including reporting lines during the deployment, but he/she will also be expected to work under the overall leadership and guidance of the leader of the Emergency Team.    When not deployed, assist DESS with the preparation of emergency training related activities, and/or assist the relevant functional unit with duties agreed with the direct supervisor.



  • The emergency team leader and other staff are well-informed of and understand staffing policies and procedures.
  • The staffing requirements of the emergency operation are quickly and efficiently managed and all staff members' contracts and entitlements promptly processed.


  • In the event of an emergency, be ready for deployment within 72 hours.
  • Prepare HR related documents as required, to ensure that the emergency operation's staffing requirements are quickly and efficiently dealt with.
  • Provide input in the review of the training needs of new staff, making appropriate proposals to meet identified needs.
  • Advise the Emergency Team leader and other staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations.
  • Guide the process in the recruitment of local staff against temporary positions to meet urgent needs of the emergency operation including the drafting of vacancy notices and arranging for typing, driving and/or other tests on the required skills.
  • Provide guidance to managers in preparing their submissions for the Assignments Committee (AC)
  • Administer recruitment, assignment and reassignment of local staff in the AOR, in accordance with UN/UNHCR rules and procedures.
  • Set up a filing system for the personnel records including entries  into the HR module of PeopleSoft if applicable, as well as of the attendance , overtime, R&R and leave records. 
  • Assist and coach administrative staff performing personnel administration related functions.
  • 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.
  • Establish and oversee appropriate mechanisms of monitoring and documenting staff attendance as well as proper mission tracking system with the complete record of all locally undertaken missions in early stage of emergency to facilitate follow up on any unsettled travel claims at a later phase of the operation.
  • Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations.
  • Maintain liaison with the counterparts at support sections and divisions at headquarters, as well as at the respective Bureau, on matters related to the personnel administration support, medical and other issues of staff welfare and safety.
  • Perform other duties as required.

When not deployed on emergency mission:

  • Assist DESS with the preparation of emergency training related activities.
  • Assist the relevant functional unit with duties agreed upon with the direct supervisor. 


  • Enforce compliance with the UN/UNHCR staff rules and regulations in the AOR.
  • Prepare contracts and corresponding extensions in respect of locally recruited staff in the AOR for the authorizing officer’s approval.
  • Clear calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.


  • 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 job experience.
  • Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.
  • Fluency in English language.
  • Managing Resources
  • Analytical thinking;
  • Planning and organizing skills.


  • Working knowledge of French and/or Arabic.
  • 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.
  • Participation in relevant training in the area of emergency management such as the Workshop on Emergency Management, Security Management Learning Programme, etc.
  • Training delivery experience.


External candidates must be legally present in Hungary at the time of application, recruitment and hire.

Submission of Applications

If you wish to be considered for this vacancy, please submit your Link megjelenítése (P11) and its Link megjelenítése when necessary, motivation letter and CV by e-mail with LAST name – Emergency HR Associate (10022763)position” in the subject line to the email address below by 18 January 2015.  

Shortlisted candidates will be required to sit for a test. Only short-listed candidates will be notified.  No late applications will be accepted.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training) or any other fees.


A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: Link megjelenítése

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