How you can make a difference:

UNFPA is the lead UN agency dedicated to creating 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) focuses on three transformative goals: ending preventable maternal deaths, ending unmet need for family planning, and ending gender-based violence and harmful practices. The UNFPA country program for Mexico envisions a future where all women, adolescents, and girls, especially those marginalized, can fully exercise their sexual and reproductive health and rights, free from violence, exclusion, and discrimination. This vision aligns with the Mexican government’s priorities and our shared commitment to ending inequalities and fostering inclusive development.

Job Purpose: 

The Human Resources (HR) Assistant position is a vital part of UNFPA’s People Strategy in UNFPA Mexico Reporting to the Operations Manager, this role is embedded within a team that emphasizes fostering a culture of respect, integrity, and collaboration. The HR Assistant supports both standardized and specialized activities across various HR functions, including recruitment, staff development, talent management and performance management.

This position is key in ensuring that the staff upholds UNFPA’s commitment to a people-centric approach that aligns with its core values, promoting a diverse, inclusive, and equitable work environment. The incumbent may be tasked with functions tailored to the evolving needs of the office, reflecting the organization’s emphasis on agility and continuous enhancement of employee experience.

Summary of key functions/accountabilities:

Support in processing of entitlement and benefits

• Support the Country Office in developing initiatives to encourage employee well-being and employee recognition schemes

• Support the management of change processes by advising clientele on changes to HR processes under the guidance of HR Business Partner

• Support the County Office in assisting the staff in using HR systems in Quantum, linkedin, and myunfpa.

Support in processing of entitlement and benefits

• Initiates the processing of a wide range of personnel actions in accordance with UNFPA rules and regulations, by ensuring all relevant forms and actions are completed by staff

• Maintains and prepares all personnel-related records and files, ensuring all information on each staff member is up-to-date and accurate.

3. Support in recruitment and placement

• Prepares and circulates internal and external advertisements.

• Liaises with candidates in the various stages of the recruitment process.

• Prepares formal acknowledgement, offer and regret letters.

• Initiates and follows up on reference checks and academic verifications, and ensuring the completion of other background checks.

• Records and maintains recruitment files, ensuring all necessary documentation has been prepared.

• Monitors life-cycle of recruitment process to update supervisor as necessary.

4. Support in organization design and job classification

• Prepares documents to be submitted for classification to RO, ensuring completeness of documentation

• Monitors life-cycle of all job classification requests to facilitate recruitment and organization planning.

5. Support in learning & capacity development

• Develops and processes contracts for institutions providing training and courses, ensuring compliance with UNFPA rules and regulations.

• Assists team in organizing and conducting courses, workshops and events by preparing and organizing distribution of materials for participants, ensuring availability of training venues and required equipment and supplies, while providing logistical and secretarial support at workshops and events as necessary.

• Tracks the performance management cycle processes, ensuring the timely distribution and enhancing the timely completion and return of appraisals.

6. General office support

• Drafting and/or processing a variety of correspondence and other communications

• Setting up and maintaining HR files/records (electronic and paper)

• Scheduling appointments and meetings

• Maintain and generate automated databases containing HR related statistics and generating periodic reports; and performing a variety of administrative duties (e.g. leave recording, etc.).

Impact of Results:

The impact of the work of HR Assistants affects the delivery of discrete support services and is closely interrelated with the work of other members of the CO and Regional Office. The work performed affects not only the timely delivery of HR processes but also indirectly the delivery of UNFPA programmes. They play a key role, as a member of the team, in providing routine and some specialized information both staff and to more senior members of the HR team on HR procedures and the progress of delivery against standards and deadlines.

Education and Experience

• Bachelor’s Degree in one of the following fields: Human Resources Management,  Business Administration, Psychology, Sociology, Communication, Organizational Behavior
• Coursework focused specifically on HR topics, such as labor relations, talent management, or compensation and benefits and/or certifications on Human Resource Management, payroll or employee relations would be an asset.
• Work Experience: A minimum of 5 years of progressively responsible administrative or clerical work experience related to human resources areas are required.

  A master’s degree from a recognized academic institution in a field relevant to the position may be considered to compensate for an additional two (2) years (in addition to the three years from above, totaling 7 years).

Skills 

Good knowledge of HR principles, rules, regulations and procedures within the UNComputer literacy and the ability to effectively use standard office software tools as well as good knowledge and skill in using HR systems.

• Ability to extract and format data and to solve operational problems
• Ability to organize own work, set priorities and meet deadlines.

Interpersonal and communication:

– Takes responsibility for responding to internal and external service needs promptly and proactively; takes initiative to ensure that deadlines, rules, and regulations are met. Uses own discretion to address unforeseen situations.

– Demonstrates a high degree of confidentiality, initiative and good judgment.

– Demonstrates courtesy, tact, patience and ability to work effectively with people of different national and cultural backgrounds.

• Language Requirements:

Spanish  as native language and Fluency in English is required.

The UNFPA competencies required for this post are:

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others