The Human Resources and Admin Assistant is responsible for effective delivery of HR services and supports the management of the CO on all HR issues. S/he analyzes and interprets the rules and regulations and provides solutions to a wide spectrum of complex HR issues. The Human Resources and Admin Assistant promotes a collaborative, client-oriented approach consistent with UNFPA rules and regulations. The Human Resources and Admin Assistant works in close collaboration with the operations, programme and project teams in the Country Office as well as with the senior management team.

Main Duties and Responsibilities

A. Efficient Support to recruitment and selection Processes

• Implement the recruitment process for staff and consultants; provide input to job classification process, prepare vacancy announcement (review job descriptions and competency requirements), organize and coordinate the interview and selection process, prepare summaries and documentation for decision makers and appointment bodies;
• Use of tracking tools to monitor recruitment status and other indicators for management and recruitment purposes, and monitoring and tracking of status of requests, initiating follow-up actions to ensure submissions of selection processes for review are timely, accurate and contain complete documentation;
• Provide and adapt interpretations to recruitment policies and practices;
• Ensure full compliance of HR activities, HR recording/reporting systems with UNFPA’s rules, regulations, policies and strategies; proper design and functioning of the HRM systems; and
• Serve as the first point of contact for HR Services within the CO.

B. Business operations support

• Comply and help other team members to comply with financial policies and procedures;
• Maintain adequate financial records and keep all documentation organized in their proper files;
• Review and prepare material for common system activities relating to common services and premises, cost recovery, security, etc;
• Support the Country Office during internal and external audit exercises;
• Contribute in drafting of contracts, including preparation of required information for Purchase Orders compliance;
• Ensure efficient management of the office supplies;
• Participate in the assessment of technical capability and financial health in order to qualify companies as potential contractors for UNFPA;
• Participate in the preparation of documents to be submitted to the Contract Review Board/Committee.
• Participate in interagency working groups and in the Business Operating Strategies (BOS) process and implementation.

C. Other 

• Stand-in for other team members on selected functions as may be required; and
• Carry out any other duties as may be required by the UNFPA Operations Manager or (Deputy) Representative.

Language

Fluency in oral and written English. Working knowledge of another UN Official language is an asset.

Qualifications and Experience

Education:    

• Completed Secondary Level Education required. First-level university degree in human resources management, business administration, public administration or related field is preferred.

Knowledge and Experience: 

• 5 years of relevant experience in human resources management and office administration
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems preferably PeopleSoft;
• Good interpersonal and diplomatic skills is an advantage;
• Ability to participate in the design and delivery of capacity building for clients;
• Experience with international organizations will be an advantage;
• Demonstrated ability to work in a team

Required competencies

Values

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• 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

• Conceptual innovation in the provision of technical expertise;
• Adaptation/application of knowledge in different contexts;
• Job knowledge/technical expertise; and
• Integration in a multidisciplinary environment.