Administrative / Human Resource Assistant at United Nations Population Fund - UNFPA

The Position

• The Administrative/Human Resource Assistant 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.
• He or She reports directly to the Administrative Associate, Human Resources. He/she collaborates closely with the Operations and programme staff in the Country Office.

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 strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
• 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.

Roles And 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 ERP (Quantum) HR modules.
• Support the Administrative Associate, HR in the day-to-day HR operations, especially with regards to recruitment, learning and development, performance management, benefits and entitlements, employee relations etc.
• Prepare personnel related reports and analyses, research and draft responses to enquiries for clearance by the Administrative Associate, HR .
• 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

• Interpret UN/UNFPA human resource rules, policies and procedures and provide guidance to the CO staff.
• Identify ways in which the human resource 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 human resource activities in support of the COs’ operations.
• Review and prepare human resource materials for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security, etc.
• Serve as an alternate UNFPA representative in the UN human resource 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.

Education

Qualifications and Experience:

• Completed secondary school education. Bachelors degree or Higher National Diploma in Human Resources Management, Business or Public Administration, Psychology or any other related discipline desirable.

Knowledge And Experience

• At least 5 years of relevant and progressively responsible experience in Human resource management in a public or private sector environment.
• Experience of UN Personnel and administrative procedures an advantage.
• Ability to interpret administrative and personnel rules, regulations and procedures and explain them clearly and concisely;
• Proficiency in current office software (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 cultural diversity
• Embracing change

Core competencies

• Commitment to UNFPA's Values and Guiding Principles
• Developing People/Fostering Innovation and Empowerment/Performance Management
• Team Work / Communication / Self-Management
• Strategic Thinking / Results Orientation and Commitment to Excellence / Decision Making
• Knowledge Sharing and Continuous Learning

Functional competencies

• Business Acumen
• Data management and logistical support
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Client orientation and organizational awareness
• Job knowledge / technical expertise