Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
Under the supervision of the Regional HR Business Partner, the Human Resource (HR) Associate is responsible for administratively and logistically supporting the recruitment and placement, administration of benefits and entitlements of staff and local external contractors, other HR administration issues and separation of personnel.
The HR Associate promotes a collaborative, client-oriented approach and promotes the maintenance of high staff morale. The HR Associate works in close collaboration with the operations, programme and project teams in the MCO/CO and operations staff in other UN Agencies, UN Women Regional Office and HQ staff to successfully deliver operations services.
Duties And Responsibilities
Administer and implement HR strategies and policies in the Regional Office in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Provide general, standard information to the management and staff on HR strategies, rules and regulations;
- Identify ways in which the administrative needs can be met within existing policies; interpret processes and procedures, anticipate and manage operational requirements;
- Prepare written response to queries concerning HR related matters.
Provide HR administrative and logistical services to ESA Regional Office and region in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications; maintain files/records, monitor deadlines;
- Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements, and renewal of UNLPs and visas;
- Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Quantum system;
- Facilitate responses to audit findings and recommendations;
- Assume overall responsibility for leave management; record management;
- Process payment, and administer entitlements for international staff as delegated; validate and coordinate local payroll and related issues;
- Facilitate staff separation process;
- Create/update entries of vendors, PO and Receipts in Quantum system.
Facilitate and coordinate recruitment processes in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Draft job descriptions and vacancy announcements; assist in reviewing and processing requests for classification;
- Screen candidates and facilitate and participate in interview panels as necessary;
- Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB);
- Prepare position establishment, liaise with headquarters and assure that action is completed;
- Provide regular recruitment status reports;
- Provide advice to local recruitment in programmes/projects when necessary.
Provide administrative support to staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Monitor compliance with the performance appraisal review in the office and region and staff learning and development;
- Facilitate the preparation of Office learning plan and individual learning plans in consultation with the HR Business Partner.
Maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Maintain and update internal database and files on administrative HR matters in a confidential and secure manner;
- Generate a variety of standard and non-standard statistical and other reports from various databases;
- Update position data in Quantum system, association of positions to chart fields (CoAs), update of CoA information and setting up vendors.
Facilitate knowledge building and knowledge sharing globally:
- Organize training courses, workshops, information sessions, orientations and consultations for staff;
- Provide a synthesis of lessons learnt and best practices in HR administration;
- Liaise with HR headquarters in HR administration and staffing to disseminate information on a variety of HR matters.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core Values:
- Respect for Diversity
- Integrity
- Professionalism
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Please visit this link for more information on UN Women’s Core Values and Competencies:
https://www.unwomen.org/en/about-us/employment/application-process#_Values
Functional Competencies:
- Strong knowledge of HR administration, processes and policies;
- Ability to administer and execute administrative processes and transactions;
- Ability to handle information of a confidential nature;
- Ability to provide inputs to business processes re-engineering, implementation of new systems;
- Good quantitative skills; ability to produce reports;
- Timely and accurate information provision to staff on HR administrative, benefit and entitlements;
- Timely administrative service delivery to ESA Regional Office and the region;
- Strong IT skills.
Required Skills and Experience
Education and Certification:
- Completion of secondary education is required;
- Bachelor’s degree in HR, Business or Public Administration is an asset.
Experience:
- At least 6 years of relevant experience in office administration and/or human resource management;
- Experience in contract administration, training, staff development etc. is required;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Language:
- Fluency in English is required;
- Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
Application:
All applications must include (as an attachment) a completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc
Applications without the completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
