Human Resources Assistant

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 overall supervision of the Regional Human Resources (HR) Business Partner and the daily technical guidance of the Human Resources (HR) Associate, the Human Resource (HR) Assistant 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.

1. Implement HR strategies and policies in RO in full compliance with UN Women rules, regulations, and HR policies and guidelines:
• Provide general, standard information to staff and non-staff on HR strategies, rules and regulations.
• Participate in identifying 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.

2. Provide support in HR administrative to RO and COs 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 liaise with Operations Unit on 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 support in responses to audit findings and recommendations.
• Collaborate in leave management, and record management.
• Collaborate in payment and administer entitlements for staff and non-staff as delegated; validate and coordinate local payroll and related issues as delegated.
• Participate in staff separation process.
• Create/update entries of Consultants, PO and Receipts in Quantum system.

3. 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).
• Collaborate in position establishment, and assure that action is completed.
• Provide regular recruitment status reports.
• Provide advice to on recruitment when necessary.

4. Provide administrative support in staff and non-staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines:
• Support in monitoring performance appraisal and mandatory training compliance in the Region.
• Support in development of RO and CO learning plans and individual learning plans in consultation with the Learning & Development Coordinator.

5. 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.
• Collaborate in position management in Quantum system (update of CoA information, setting up Consultants).

6. Facilitate knowledge building and knowledge sharing globally:
• Coordinate in organizing training courses, workshops, information sessions, orientations and consultations for staff and non-staff.
• Provide a synthesis of lessons learnt and best practices in HR administration.

7. Perform other duties as required.



Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:
- Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day, 5th of December).
- Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
- Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities (for instance at https://vra.unv.org),
- Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
- Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
- Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.