Human Resources Associate x2, GS6, Lilongwe, Malawi (OPEN FOR MALAWIAN NATIONALS ONLY)

Under the close supervision and guidance of the Human Resources Specialist, the Human Resources Associate provides administrative, procedural and operational support and assistance to the efficient implementation of a broad range of Human Resources functions for all categories of staff in his/her office, ensuring accurate and timely delivery that is in compliance with UNICEF HR rules and regulations.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, a childhood..

UNICEF Malawi Country Programme (2019-2023) is aligned with the Government of Malawi’s Growth and Development Strategy (MDGS III) and the United Nations Development Assistance Framework (UNDAF). The programme supports the Government of Malawi to meet its commitment to respect, protect and fulfil children’s rights in line with international conventions and standards. The country programme is guided by the principles of children’s rights, equity, gender equality, inclusion and resilience, and supports evidence-based, integrative and innovative programming. The vision is that ‘all girls and boys in Malawi, especially the most disadvantaged and deprived, realize their rights’.  The programme focuses on: early childhood (parenting, high-impact social services, early stimulation and learning), middle childhood and adolescence (learning, multi-sectoral services, active citizenship), communities (decentralized services and systems, community ownership, social norms), programme effectiveness (monitoring, evaluation, HACT, Innovation, Social Protection and Social Policy and External Communication.  The programme is based on ‘leaving no child behind’, realizing ‘rights for all children in Malawi’.

How can you make a difference?

The focus of Human Resource Associate is on the provision of specialized transactional HR activities pertaining to recruitment and placement, administration of entitlements, staff development and career development, job classification and/or performance management. Specialized activities pertain to the application of HR regulations, rules and procedures in the context of, on a day-to-day basis, there typically being more complications that arise with a broader variety of solutions that are not always clearly covered in general guidelines, thus requiring a greater capacity to adapt and interpret.

Under the close supervision and guidance of the Human Resources Specialist, the Human Resources Associate provides administrative, procedural and operational support and assistance to the efficient implementation of a broad range of Human Resources functions for all categories of staff in his/her office, ensuring accurate and timely delivery that is in compliance with UNICEF HR rules and regulations.

Summary of key functions/accountabilities:

1. SUPPORT TO BUSINESS PARTNERING

• Support the business partners 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 business partners in assisting clientele in using HR systems such as talent management, agora and achieve

2. SUPPORT IN PROCESSING OF ENTITLEMENT AND BENEFITS

•  In consultation with supervisor, analyze, research, verify, and compile data and information on cases that do not conform to UN or UNICEF’s HR Rules & Regulations, to support consistent and equitable application of decisions and implementation of agreed upon action
• In consultation with supervisor, analyze, research and verify information for the purpose of responding to staff queries on areas related to benefits and entitlements
• Initiates the processing of a wide range of personnel actions in accordance with UNICEF rules and regulations, by ensuring all relevant forms and actions are completed by staff and forwarded to the GSSC
• 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
• Monitors life-cycle of recruitment process to update supervisor as necessary

4. SUPPORT IN ORGANIZATION DESIGN AND JOB CLASSIFICATION

• Participates in the review of GS positions specific JDs, ensuring effective application of ICSC methodology
• Drafts and edits job descriptions to be submitted for classification for review by supervisor
• Follows up and liaises with HQ and RO over status of requests to ensure timely completion
• Prepares documents to be submitted for classification to RO and NYHQ, ensuring completeness of documentation
• Monitors life-cycle of all job classification requests to facilitate recruitment and organization planning
• Compiles and analyses information and statistics related to posts and staff for reports on staffing trends
• Analyze, research, verify, and compile data which facilitates preparation of workforce planning reports for supervisor to review against benchmarks i.e. gender and geographical balance and other recruitment related key performance indicators

5. SUPPORT IN LEARNING & CAPACITY DEVELOPMENT

• In consultation with supervisor, researches and analyses data and information to help identify training needs within his/her office for the development of learning plans and other targeted training interventions
• In consultation with supervisor, researches, analyzes, verifies, and compiles information on external training courses available and educational institutions to help supervisor decide on learning programmes that address learning gaps in his/her country office
• Assists team in organizing and conducting courses, workshops and events by participating in exercises which aim to build capacity of stakeholders
• Develops and processes contracts for institutions providing training and courses, ensuring compliance with UNICEF 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

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

 7. General HR support

To qualify as an advocate for every child you will have…

• Completion of secondary education, preferably supplemented by technical or university courses related to the human resource work
• A minimum of six years of progressively responsible HR administrative work experience required
• Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset
• Extensive knowledge of HR principles, rules, regulations and procedures is required and HR experience within the UN is strongly desirable
• Computer literacy and the ability to effectively use standard office software tools as well as good knowledge and skill in using HR systems is required
• Ability to extract and format data and to solve operational problems
• Ability to organize own work, set priorities and meet deadlines
• Interpersonal and communication is essential
• Takes responsibility to respond 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.

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are:

• Analyzing (II)

• Learning and Researching (II)
• Planning and organizing (II)
• Following Instructions and Procedures (II)

View our competency framework at:

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

“UNICEF has a zero-tolerance policy on sexual exploitation and abuse, and on any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.”

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.