Administrative Associate

The Position:

The Administrative Associate delivers quality services in the area of human resource management and administration to internal and external clients, mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach, interpreting the rules, procedures and guidelines, providing support and guidance to the Country Office and UNFPA-supported projects.   

You will work in close collaboration with the operations and programme staff, and Humanitarian team, exchanging information and supporting smooth delivery of human resource services. 

You will report directly to the Operations Manager with technical oversight by the regional HR Business Partner.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

 

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

 

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

 

Job Purpose:

Under the guidance and supervision of the Operations Manager you will be responsible for delivering high quality support services to office operations, performing a variety of standard HR and administrative processes, related to the UNFPA staff and consultants. 

 

You will cooperate with the UNFPA HQ for resolving complex HR and administration related issues and for exchanging information.

You will be expected to demonstrate strong client and results orientation in service of the country programme.

You would be responsible for:

1. Implementation of HR strategies and policies

• Ensure full compliance of HR recording and reporting systems in line with UNFPA rules and regulations;
• Implement an effective internal control mechanisms and proper functioning of the HR management system; 
• Map Country Office HR business processes and support the elaboration of the content of internal Standard Operating Procedures in HR management.

 

1. Human Resource management 

• Organize and implement recruitment processes for staff, including drafting job descriptions, provision of input to job classification process, preparation of vacancy announcements and advertisements, screening of candidates, participation in interview panel and preparation of its proceedings/minutes;
• Prepare required recruitment submissions to the Regional Compliance Review Board, UNFPA Regional Office;
• In co-ordination with UNDP and UNFPA Regional Office, determine the entitlements of national staff in accordance with UNFPA policies and procedures; prepare their contracts and related documents for the newly recruited staff (Fixed-Term and Service Contracts); 
• Perform the functions of HR Local Recruiter in Quantum; 
• Monitor and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations in cooperation with UNFPA Regional Office;
• Maintain and update the Country Office staffing table and the Country Office organizational chart; 
• Maintain and update the personnel files with all required documentations; 
• Maintain attendance and leave records;
• Follow up on all national staff contractual status and ensure appropriate and timely actions for renewals of contracts, promotions, within-grade increments, and performance evaluations;
• Ensure job descriptions for all posts are up-to-date, properly recorded and duly classified;
• Assist with selection and prepare contracts for consultants in consultation with related program staff, and ensure all requirements and supporting documentation are on files; liaise with the program staff on the implementation of and payment for the consultancy contracts and ensures evaluation reports are finalized in Atlas;
• Maintain and update the UNFPA online consultant roster of qualified candidates; 
• Provide support to national and international consultants and counterparts in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc.);
• Maintain records on all project personnel / national and international consultants and their respective status (contracts, ToRs, time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
• Reviewing and preparing material for activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.

 

1. Administrative support to the Country Office and Projects

• Advise and assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;

 

1. Knowledge building and knowledge sharing

• Participate and provide trainings for the HR/operations/projects staff on human resources management. 
• Contribute to knowledge networks, communities of practice and attend the UN Common System relevant working group meetings. 
• Provide guidance to the Project support staff.

Carry out any other duties as may be required by UNFPA leadership. 

 

Qualifications and Experience: 

Education:  

Completed Secondary Level Education required. First level university degree desirable.

 

Knowledge and Experience: 

Secondary education with 6 years of relevant human resources and administrative experience is required at the national or international level. 

OR

• First level university degree with 3 years of relevant experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), and experience in handling of web-based management systems is required.
• Experience in UN System or NGOs is a strong asset.

Experience in ERP Systems (SAP, Peoplesoft, Oracle, Quantum etc.) is an asset.

Languages: 

• Fluency in English and Arabic is required.

 

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,

 

Functional Competencies:

• Job Knowledge/Technical Expertise,
• Aligning human resources management with the organization’s strategic direction,
• Attracting and developing the global workforce,
• Addressing the rights and needs of staff members,
• Managing Information and Workflow,
• Сlient orientation

 

Compensation and Benefits:

 

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

 

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.