Administrative Assoicate

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.

The Liberia Country Office has prepared and get approved its Strategic Note for the period 2020-2024. Its implementation will require recruitment of additional human resources and a sound management of the office staff strength.

Under the technical guidance of the Regional HR Business Partner and the daily supervision of the Operations Manager, the Administrative 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.

Duties and Responsibilities

Administer and implement HR strategies and policies in the Liberia Country 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 the Liberia Country Office 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, retro activity ies, recoveries, adjustments and separations through quantum;
• 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 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 and UNall, 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.

Provide Administrative Support for Assets management

• Keep adequate records in quantum to ensure proper asset management.
• Preparation of inventory reports. Implementation of inventory and physical verification check-up in the office and projects.
• Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

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

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FUNCTIONAL COMPETENCIES:

• Good programme formulation, implementation, monitoring and evaluation skills
• Good knowledge of Results Based Management
• Ability to gather and interpret data, reach logical conclusions and present findings and recommendations
• Good analytical skills
• Good knowledge of technical area
• Ability to identify and analyze trends, opportunities and threats to fundraising

Required Skills and Experience

Education

• Completion of secondary education is required.
• Bachelor’s degree in HR, Business or Public Administration is an asset.

Expierence

• At least 6 years of relevant experience in office administration and/or human resource management;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management system

Language 

• Fluency in English is required
• Knowledge of the other UN official working language is an asset.

How To Apply 

• Personal CV or P11 (P11 can be downloaded from:  )
• A cover letter (maximum length: 1 page)
• Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns, or other materials.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided?on the basis of qualifications, competence, integrity and organizational need.  If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.  UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)