Overview
The role is responsible for initiating, reviewing, processing, and following up on human resources activities, assisting with budget and finance, general administration, contract administration, and data responsibilities.
Key Responsibilities
- Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
- Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.
- Monitors staffing table and prepare relevant statistical data/charts.
- Initiates, reviews, processes and follows-up on actions related to the administration of the internship and United Nations Volunteers.
- Supports office compliance with mandatory training, e.g, disseminating notices, identifying training opportunities and monitoring compliance
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Prepares or customizes financial reports from Umoja system generated reports.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the Host Government.
- Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
- May be responsible for guiding and training junior General Service staff.
- Assists with day-to-day administration of contracts between the UN and consultant/individual contractors for outsourced services.
- Audits the contractors' invoices against the services provided by the contractor and approved by the UN.
- Processes the payment of contractors' invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, parking permits, swipe-card access and door keys.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures
Required Experience
- A minimum of seven (7) years of progressively responsible experience in human resources, finance, administrative services or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level University degree or higher.
- A minimum of two years of experience providing guidance to clients on the interpretation and application of relevant personnel rules and regulations, human resources policies and guidelines is desirable.
- Work experience in drafting internal workflow or guidelines is desirable.
- Work experience with the United Nations or similar international organization is desirable.
- Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.
Qualifications
- High school diploma or equivalent is required.
- Supplementary training in Administration, Human Resources or related field is desired.
