Administrative Associate, G6, FTA, Port-au-Prince, Haiti

The Position:

Under the overall supervision of the UNFPA Representative and the direct supervision of the International Operations Manager, and as a member of the Operations Unit team, the Administrative Associate provides operational support in the management of human resources, assets, and administrative services for the UNFPA Country Office.

The incumbent delivers high-quality human resources, asset management, and administrative services to internal and external clients through a solid understanding of all relevant regulations, processes, and procedures.

The incumbent adopts a client-oriented and results-focused approach in interpreting regulations, procedures, and guidelines, and provides support and assistance to projects supported by the UNFPA Office. 

 

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies. 

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 who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

Job Purpose:

The incumbent adopts a client-oriented and results-focused approach in interpreting regulations, procedures, and guidelines, and provides support and assistance to projects supported by the UNFPA Office. 

You would be responsible for:

The Administrative Associate has the following main responsibilities:

• Adapt and optimize operational processes: Adjust processes and procedures as needed; anticipate and manage operational requirements linked to ongoing programmes and projects (staffing, subcontracts, programme-related equipment); recommend best practices to strengthen internal controls and operational efficiency.
• Lead human resources management: Oversee recruitment and HR activities in line with established procedures and best practices. Advise programme managers on contract modalities, contract conditions, and HR procedures. Coordinate closely with UNDP on contract administration, staff benefits, and separations for local Fixed-Term and Service Contract personnel. Prepare and monitor consultant contracts and support onboarding of new staff. Assist with the administration of international staff entitlements (home leave, education grant travel) and privileges (tax exemption, visas).
• Administer leave management: Develop and monitor the annual leave plan; reconcile and update leave data in Atlas. Serve as the designated Leave Monitor, ensuring accurate follow-up of staff absences and performing monthly reconciliations.
• Monitor contracts and performance evaluations: Track contract expiration dates and performance appraisal cycles across all contract types. Initiate contract renewal processes when applicable.
• Manage consultant recruitment and administration: Coordinate the recruitment of consultants in compliance with procedures and best practices. Collect required documentation, verify consultancy fee calculations, correct discrepancies, prepare contracts, and maintain accurate chronological filing. Enter consultant data into the Consultant Monitoring Tool (CMT) and follow up on payments, initiating transactions in Atlas.
• Support security management: In collaboration with the Security Liaison Assistant, prepare and regularly update security-related information, including staff and dependent lists for UNDSS and LACRO, and maintain the office communication tree. Contribute to MOSS compliance activities.
• Strengthen staff knowledge and compliance: Share HR procedures, rules, and guidelines with staff; provide regular updates on new HR developments and contribute to staff capacity-building efforts.
• Support office events administration: Assist in organizing workshops, conferences, and staff retreats, ensuring proper attendance documentation and coordinating logistical support such as coffee and lunch breaks.
• Maintain personnel and consultant records: Ensure accurate filing and timely updating of national staff files and consultant contracts. Organize and maintain electronic document repositories to improve accessibility of HR information.
• Provide Quantum operational support: Enter data and process transactions (e.g., requisitions) to support programme financial management. Coordinate closely with programme staff and procurement to follow transactions through to completion.
• Ensure effective communication with Headquarters: Maintain fluid and timely communication with Regional office LACRO / headquarters on matters within the HR Associate’s area of responsibility.
• Perform procurement-related functions as Buyer: Convert requisitions into Purchase Orders (POs), evaluate suppliers for eligible POs, and create supplier profiles in line with office needs.
• Other duties: Perform any other tasks assigned by the Representative or direct supervisor, consistent with the position’s role and competencies

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

Qualifications and Experience: 

Education:  

High School diploma required. Bachelor’s degree in Business Administration, Finance, International Relations, Public Administration, Social Sciences, or another relevant field is an advantage.

Knowledge and Experience: 

• Minimum of six (6) years of professional experience in Human resources , administrative officer, International Relations, Public Administration, Social Sciences,  financial, and logistical support functions.
• Experience in human resources management.
• Experience working with government institutions and/or United Nations management systems or another international organization is an asset.
• Strong sense of confidentiality.
• Proficiency in MS Office applications (Word, Excel).
• Knowledge of Quantum and Google Chrome is an advantage.
• Ability to work under pressure; strong teamwork skills.
• Autonomy; stress resilience; rigor and strong organizational skills; ability to anticipate needs; effective time management; flexibility; immediate availability; professionalism; courtesy and discretion.

Languages: 

French and Creole are required. English working knowledge. Other official UN languages, preferably Spanish, are desirable.

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:

• Providing logistical support,
• Managing data
• Managing documents, correspondance and reports
• Managing inormation and workflow
• Planning, organizing and multitasking

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. 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.