HR Associate Job UNFPA

HR Associate, HQ, CSOB, DHR, G7 Job UNFPA

Job Purpose:

The HR Associate, Client Services will be providing administrative support in all aspects of the employee lifecycle and supporting the HR Business Partner (HRBP) and Regional HR Analyst/Specialist in delivering high-quality HR services and programmes to clients in the Regional Office and in Country Offices.

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Responsibilities

• Providing HR administrative support to the execution of the full lifecycle of recruitment management processes for all recruited staff in the region
• In close collaboration with the HR Analyst / Specialist, assist in organization of recruitment processes (vacancy announcement, interview logistics, document management) for UNFPA internationally and locally recruited staff at regional and field locations and onboarding/offboarding, including liaising with Corporate DHR & UNDP BES / local UNDP colleagues, manage contract extensions, and separations;
• Create/update RPAs through UNDP HR Workbench, verify chart fields (COAs), and update COA information, set up vendor. Timely follow up with Finance staff and/or HR Information Associate on COA;
• Prepare long list of candidates in the e-Recruit system in accordance with established procedures and quality standards; test e-Recruit upgrades as required;
• Prepare post establishment and change requests;
• Maintain the integrity and objectivity of the recruitment process ensuring compliance with UNFPA’s HR policies and recruitment objectives;
• Provide input and status updates in recruitment plans and metrics monitoring/reporting;
• Prepare documents and learning materials related to recruitment and onboarding, support regional learning and training initiatives of non-HR staff involved in recruitment in Country Offices;
• Support the on-boarding process of newly recruited staff by providing orientation on applicable entitlements, rules, regulations, and procedures, and by organizing their respective briefing agendas as well as support the off-boarding process of staff exiting from the organization or change of contracts;
• Serve as Field focal point on consultant management; provide clarification and guidance to field offices on the application of the guidelines and policy on consultants; review exceptions and provide regular reports to the Director’s Office.
• Responsible for recruitment and onboarding of interns/fellows/volunteers in UNFPA in accordance with related policies, rules, regulations and practice; Provide administrative support, as required, to JPO (Junior Professional Officers) programme.
• Providing administrative support and HR data maintenance
• Establishing and maintaining HR files/records in a confidential and secure manner;
• Collect and support the interpretation and analysis of HR data to help inform decision making on HR processes and strategies;
• Support the development and implementation of data collection systems to optimize data quality;
• Maintenance of the regional staffing table: workforce and staffing data analytics for various management reports, management reviews, audit reporting and others as needed;
• Ensure compliance of records and reports with UN rules, regulations, UNFPA policies, procedures and strategies, effective implementation of the internal control framework;
• Monitor contractual status of staff: advise on appointments, extensions and separations; inform HR Analyst / Specialist on staffing issues to be followed up with the respective HR Business Partner;
• Liaise with UNFPA Travel Unit on UNLPs issuance/extension;
• Facilitate response to audit findings and recommendations.

C. Supports implementation of learning & performance management practices and career development strategies, policies and practices, focusing on achievement of the following results:

• Support to HR Regional team in implementation of all elements of performance cycle; facilitation of the performance appraisal process by responding to staff queries and maintenance of the related data;
• Facilitate individual and organizational learning plans in consultation with the HR Regional Team;
• Support the regional completion of global staff surveys, analysis and follow-up to recommendations from survey results;
• Participate as a resource person in capacity building initiatives to enhance the competencies of clients/stakeholders.
• Coordinate and provide necessary onboarding support and orientation briefing to new staff.
• Administering and implementing HR Client Services and policies
• Provide general, standard information to the management and staff on HR strategies, rules and regulations;
• Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications;
• Prepare written response to queries concerning HR related matters.
• Providing administrative support to HR Programme delivery
• Guide and support managers and staff on the basic procedures and use of the performance appraisal system, monitoring regional compliance with the review process;
• Provide administrative support and logistical arrangements for the delivery of learning and development activities and programmes and coordinate the collection of training and development needs in the region.
• Respond to staff questions, with the guidance, as necessary, of HRBP and HR Specialist;
• Prepares agendas, researches and documents information for meetings involving issues and projects deemed necessary by the Director of DHR/Branch Chief/HRBPs; Participate, as requested, in meetings/events, including minute taking; proactively ensures successful execution of the above;
• Support meetings with high-ranking visitors, ensuring appropriate protocol and procedures for all appointments and meetings

Qualifications

Education:

• Secondary Education.

Knowledge and Experience:

• 7 years of progressively responsible HR and/or administrative experience is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling web based management systems.

Languages:

Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

Required Competencies

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change
• Achieving results,
• Being accountable,

Functional Competencies:

• Providing logistical support;
• Managing Data;
• Managing documents, correspondence and reports;
• Managing information and workflow;
• Planning, organizing and multitasking.

Core Competencies:

• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

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How to Apply

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