ABOUT THE COMPANY:

UN Women is the global champion for gender equality, working to develop and uphold standards and create an environment in which every woman and girl can exercise her human rights and live up to her full potential. We are trusted partners for advocates and decision-makers from all walks of life, and a leader in the effort to achieve gender equality.

JOB SUMMARY

Provide HR administrative and logistical services to ESA Regional Office and region 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, retroactivities, recoveries, adjustments and separations through Quantum system;
• 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 region 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 system, 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.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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

Please visit this link for more information on UN Women’s Core Values and Competencies:

https://www.unwomen.org/en/about-us/employment/application-process#_Values

Functional Competencies:

• Strong knowledge of HR administration, processes and policies;
• Ability to administer and execute administrative processes and transactions;
• Ability to handle information of a confidential nature;
• Ability to provide inputs to business processes re-engineering, implementation of new systems;
• Good quantitative skills; ability to produce reports;
• Timely and accurate information provision to staff on HR administrative, benefit and entitlements;
• Timely administrative service delivery to ESA Regional Office and the region;
• Strong IT skills.

Required Skills and Experience

Education and Certification:

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

Experience:

• At least 6 years of relevant experience in office administration and/or human resource management;
• Experience in contract administration, training, staff development etc. is required;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Language:

• Fluency in English is required;
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Application:

All applications must include (as an attachment) a completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc

Applications without the completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Notes:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women.

The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact.

It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Diversity and inclusion:

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.

REQUIRED EDUCATION: Bachelor Degree

EXPERIENCE REQUIREMENTS: 60