The Position

Under the overall guidance and supervision of the Representative and direct supervision of the Operations Manager, the Human Resources Administrative Assistant applies expert knowledge of procedures, processes and delivery mechanisms to provide operational support at the UNFPA Country Office. S/he ensures compliance with UN rule and regulations, UNFPA policies, procedures and strategies, and effective implementation of the internal control framework. The Human Resources Admin Assistant requires mastery of all relevant rules, guidelines, processes, and procedures and is expected to deliver services impartially to all staff, contractors and consultants of UNFPA Zambia.

Job Purpose

The Human Resources and Admin Assistant is responsible for effective delivery of HR services and supports the management of the CO on all HR issues. S/he analyzes and interprets the rules and regulations and provides solutions to a wide spectrum of complex HR issues. The Human Resources and Admin Assistant promotes a collaborative, client-oriented approach consistent with UNFPA rules and regulations. The Human Resources and Admin Assistant works in close collaboration with the operations, programme and project teams in the Country Office as well as with the senior management team.

Main Duties and Responsibilities

A. Efficient Support to recruitment and selection Processes

• Implement the recruitment process for staff and consultants; provide input to job classification process, prepare vacancy announcement (review job descriptions and competency requirements), organize and coordinate the interview and selection process, prepare summaries and documentation for decision makers and appointment bodies;
• Use of tracking tools to monitor recruitment status and other indicators for management and recruitment purposes, and monitoring and tracking of status of requests, initiating follow-up actions to ensure submissions of selection processes for review are timely, accurate and contain complete documentation;
• Provide and adapt interpretations to recruitment policies and practices;
• Ensure full compliance of HR activities, HR recording/reporting systems with UNFPA’s rules, regulations, policies and strategies; proper design and functioning of the HRM systems; and
• Serve as the first point of contact for HR Services within the CO.

B. Business operations support

• Comply and help other team members to comply with financial policies and procedures;
• Maintain adequate financial records and keep all documentation organized in their proper files;
• Review and prepare material for common system activities relating to common services and premises, cost recovery, security, etc;
• Support the Country Office during internal and external audit exercises;
• Contribute in drafting of contracts, including preparation of required information for Purchase Orders compliance;
• Ensure efficient management of the office supplies;
• Participate in the assessment of technical capability and financial health in order to qualify companies as potential contractors for UNFPA;
• Participate in the preparation of documents to be submitted to the Contract Review Board/Committee.
• Participate in interagency working groups and in the Business Operating Strategies (BOS) process and implementation.

C. Other 

• Stand-in for other team members on selected functions as may be required; and
• Carry out any other duties as may be required by the UNFPA Operations Manager or (Deputy) Representative.

Language

Fluency in oral and written English. Working knowledge of another UN Official language is an asset.

Qualifications and Experience

Education:    

• Completed Secondary Level Education required. First-level university degree in human resources management, business administration, public administration or related field is preferred.

Knowledge and Experience: 

• 5 years of relevant experience in human resources management and office administration
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems preferably PeopleSoft;
• Good interpersonal and diplomatic skills is an advantage;
• Ability to participate in the design and delivery of capacity building for clients;
• Experience with international organizations will be an advantage;
• Demonstrated ability to work in a team

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,
• Communicating for impact

Functional Competencies

• Conceptual innovation in the provision of technical expertise;
• Adaptation/application of knowledge in different contexts;
• Job knowledge/technical expertise; and
• Integration in a multidisciplinary environment.

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.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements