Administrative and Human Resources Assistant

Our Mandate

The United Nations Population Fund (UNFPA) is the UN's reproductive health agency dealing with population issues and it is responsible for expanding the possibilities for women and young people to lead a healthy sexual and reproductive life. UNFPA works to accelerate universal access to sexual and reproductive health, including voluntary family planning and safe motherhood; and seeks the realization of rights and opportunities for young people.

UNFPA is present in more than 150 countries, improving people's lives as a catalyst for action and advocacy of their issues. Acting through alliances and partnerships with governments, other UN agencies, civil society and the private sector, UNFPA makes a positive difference for billions of people, especially those most in need.

UNFPA also helps countries use population data to anticipate future challenges; offers technical assistance that strengthens and empowers its partners; supports policy formulation and national capacity-building, ensuring that reproductive health and the rights of women and young people remain central issues in the development agenda.

UNFPA is making progress - fewer women are dying during childbirth, more unwanted pregnancies are being avoided, and younger women are having their opportunities expanded. But it is necessary to expand these efforts so that we can reach a healthy and fair world.

UNFPA - Creating a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.

Due to the continued needs under the Human Resources unit, the Administrative and Human Resources Assistant will support the HR officer for an effective functioning of the Human Resources unit assisting the Programme and Operations Unit. The Administrative and Human resources assistant will assist in the recruiting and hiring process, promote client-oriented services consistent with the rules and regulations of the UNFPA, working in close collaboration with the operations, Programme, and projects’ staff. He/she will deliver quality services in Human Resources and provide HR services ensuring accuracy and consistency of work.

● Ensure implementation of HR strategies focusing on full compliance of HR processes and records with UNFPA rules, regulations, policies, and strategies;
● Support recruitment and selection process by applying best practice HR tools and mechanisms, and brief managers and project personnel on different types of contracting modalities, HR policies, and benefits.
● Prepare draft job descriptions/ terms of reference for staff in consultation with the respective technical staff ensuring compliance with UNFPA procedure. Prepare and disseminate vacancy announcements, compiling matrixes, performing functions of Secretary in interview panels;
● Track and record all transactions related to positions, recruitment, extensions, adjustments, and separations;
● Provide briefing to staff on personnel entitlements and related procedures. Assist staff in completing forms and documents on personnel-related issues;
● Maintenance of proper filing system for HR records and documents;
● Act as an alternate leave/absence monitor for the Country Office. Facilitate documentation related to leave and other entitlements and follow-up.
● Coordinate the recruitment process for Individual Consultants in collaboration with the requesting unit ensuring compliance with the policy and Standard Operating Procedures.
● Prepare personnel-related reports and analyses; research and draft responses to inquiries for clearance by the Operations Analyst and the IOM;
● In consultation with the supervisor, research, analyze, verify, and compile information on external training courses available and educational institutions to help facilitate decisions on learning programmes that address learning gaps in the country office
● Assist in organizing 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.
● Contributes to the development of tools and mechanisms for effective and efficient monitoring of personnel activities in support of the operations;
● Interpret UN/UNFPA Human Resources and Administrative rules and regulations and provide guidance to the CO; identify ways in which the administrative needs can be met within existing policies; adapt processes and procedures, anticipate and manage operational requirements of the CO;
● Support administration for international and national staff, as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements; etc).
● Support delivery of duty of care interventions in the Country Office.
● Maintains accurate and up-to-date personnel status files confidentially and securely.
● Perform other duties as assigned.