Administrative Assistant, Human Resources, Nigeria Country Office - ICS 05 at United Nations Population Fund - UNFPA

Job ID: 23457
Location: Abuja, Nigeria
Full/Part Time: Full-Time
Regular/Temporary: Regular
Contract Type:  Fixed Term Appointment
Duration: One Year* (Renewable Based on Availability of Funds and Satisfactory Performance).

The Position

• The Administrative Assistant (HR)  delivers effective administrative and HR services to internal and external clients in compliance with established rules, guidelines, processes and procedures, and takes a client-oriented and result-focused approach when providing administrative and HR related guidance to both Country Office (CO) and UNFPA supported projects.
• The Administrative Assistant (HR)  reports directly to the Administrative/Human Resource Associate and  under the overall guidance of the International Operations Manager.
• The Administrative Assistant (HR)   collaborates closely with the Operations and programme staff in the Country Office. The Administrative/Human Resource Associate may supervise administrative and clerical staff at the CO.

How you can make a difference:

• UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
• UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Main Tasks & Responsibilities
You would be responsible for:

Human Resource Management:

• Provide advice to staff on all aspects of UN/UNFPA personnel and administrative rules and regulations, and the ERP (Atlas)/ HR modules.
• Support the Admin/HR Associate in the day-to-day HR operations, especially with regards to recruitment, learning and development, performance management, and employee relations.
• Prepare personnel related reports and analyses, research and draft responses to enquiries for clearance by the Operations Analyst.
• Liaise with the Programme/Technical Team on HR administration and staffing related matters.
• Implement tools and mechanisms for effective and efficient monitoring of personnel activities in support of the operations.
• Interpret UN/UNFPA Personnel policies and guidelines and provide guidance to the CO staff.
• Identify ways in which the CO’s HR needs can be met within existing policies and adapt processes and procedures.
• Maintain accurate and up-to-date personnel status files in a confidential and secure manner.
• Implement corporate human resources management policies and strategies in support of the operations of the Country Office.
• In collaboration with other units in the CO, manage attendance and leave and ensure accurate record management in this regard (filing and archiving system). 

General Administration:

• Provide administrative support to the International Operations Manager.
• Interpret UN/UNFPA Administrative rules, policies and procedures and provide guidance to the CO staff.
• Identify ways in which the administrative needs can be met within existing policies;  adapt processes and procedures, anticipate and manage operational requirements of the CO.
• Develop tools and mechanism for effective and efficient monitoring of administrative activities in support of the COs’ operations.
• Review and prepare material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys; security, etc. and represent UNFPA in related inter-agency meetings and working groups in the absence of supervisor.
• Serve as backstopping support for any operations staff when on leave.
• Undertake other related duties as may be assigned by the supervisor, IOM and/or the Representative.

Qualifications and Experience
Education:

• Bachelors Degree of Higher National Diploma in Human Resources Management, Business or Public Administration, Psychology or any other related discipline.

Knowledge and Experience:

• At least 5 years of relevant and progressively responsible experience in HR, administration, or office management in a public or private sector environment.
• Experience of UN Personnel and administrative procedures a great advantage.
• Ability to interpret administrative and personnel rules, regulations and procedures and explain them clearly and concisely;
• Proficiency in current office softwares (Word, Excel, PowerPoint) and web-based applications/  ERP integrated systems such as PeopleSoft, Oracle, SAP.
• Excellent writing and communication skills.

Languages:

• Fluency in spoken and written English language.

Required Competencies
Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change

Core Competencies:

• Achieving Results 
• Being Accountable
• Developing and Applying Professional Expertise/Business Acumen
• Thinking analytically and Strategically
• Working in Teams/Managing Ourselves and our Relationships
• Communicating for Impact

Functional Competencies:

• Advocacy/advancing a policy-oriented agenda
• Delivering results based programmes
• Leveraging the resources of national governments and partners/building strategic alliances and partnerships
• Innovation and marketing of new approaches
• Facilitating quality programme results
• Technical knowledge

UNFPA Work Environment:

• UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life.
• We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

Compensation and Benefits

• This position offers an attractive remuneration package commensurate with the level of the post. The package includes a competitive net salary plus cost of living adjustment, housing allowance, home leave, health insurance and other benefits.