Human Resources Assistant

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Regional Center (RC) Cairo will provide integrated policy and technical support to United Nations Country Teams (UNCTs) where UN Women has no ongoing field presence to enable UNW participate more effectively in the UN Regional Directors Teams and regional coordination mechanisms.

Under the daily supervision of the Human Resource Associate, the Human Resource (HR) Assistant is responsible for administratively and logistically supporting the recruitment and placement, administration of benefits and entitlements of staff and local external contractors, other HR administration issues and separation of personnel.

Duties and Responsibilities

Under the overall supervision of Human Resources Associate, the Human Resources Assistant will be responsible for the following duties.

1.  Ensures implementation of HR strategies focusing on achievement of the following results:

• Full compliance of HR processes and records with UN/UN Women rules, regulations, policies and strategies;
• RO/CO Human Resources business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Human Resources management in consultation with the direct supervisor and office management;
• Provision of information to the management and personnel on strategies, rules and regulations;
• Assists in all recruitment-related documentation for proper contract management including mandatory certificates, medical and reference checks and other types of documents in compliance with audit requirements;
• Ensure a properly working filing system of local and international personnel with respect to relevant documents, contracts, and payment files and follow through with a properly working archive system as required and coordinate the same with each representative of the rest of country offices which falls under Regional Office supervision;
• Drafts correspondence relating to personnel matters and brief national SC/SSA holders on their entitlements and responsibilities.
• Ensures attendance records for all personnel (FTA, SC and SSA). Keeps updated manual leave record and leave balance of all national FT/SC holders.
• Acts as leave monitor in the absence of HR Associate; prepare monthly attendance sheets for national and international staff, update and monitor leave balance and leave records. 

2. Implements Human Resource services for the Regional Office and Programme Presence focusing on achievement of the following results:

• Assist HR Associate in recruitment process; drafting job descriptions and vacancy announcements, posting VAs, preparing necessary recruitment documents;
• Update of positions in Atlas, association of positions to chart fields (COAs), update of COA information, timely follow up with Finance staff on contracted personnel payroll issues;
• Input and tracking of all transactions related to positions, recruitment, benefits, recoveries, adjustments and separations;
• Organizing the interview panel, informing the candidates and function as secretary to the interview panels; 
• Maintenance and regular update of the country office staffing table and HR data base;
• Collection of background information for submissions to the Compliance Review Panel (CRP);
• Maintain and update the country office rosters including e-rosters;
• Maintaining proper filing system for HR records and documents and taking care of personnel folders;
• Validation and provision of information for cost-recovery bills in Atlas for HR services provided by UNDP to other Agencies;
• Provide clerical support in the recruitment of local general service staff;
• Provide support in hiring national and international consultants under Special Service Agreement modality;
• Administer placement interns;
• Support on implementation of learning plan;
• Follow up with all CO’s for compliance of Mandatory training;
• Coordinate with newly hired staff to attend the orientation sessions.

3. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization and facilitation of trainings for personnel as per office learning plan;
• Synthesis of lessons learnt and best practices in Human Resources;
• Sound contributions to knowledge networks and communities of practice;
• Any other HR duties assigned.

Key Performance Indicators:

• Timely and accurate HR administration;
• Timely and accurate organization of recruitment's;
• Timely administrative service delivery to the offices in the Arab States Region;
• Up-to-date and secure databases, files and records.

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf.

Functional Competencies

• Strong knowledge of HR administration, processes and policies;
• Ability to administer and execute administrative processes and transactions;
• Ability to handle information of a confidential nature;
• Ability to provide inputs to business processes re-engineering, implementation of new systems;
• Good quantitative skills; ability to produce reports;
• Strong IT skills.

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from  http://www.unwomen.org/about-us/employmen;.
• Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Make sure that you provide a valid email address for future communications. 

Required Skills and Experience

Education and certification:

• Bachelor’s degree in Human Resources Management; Economics, management, business Administration, rural development, social sciences or related field;
• Professionally qualified certificate in Human Resources Management is an advantage. 

Experience:

• A minimum of (3) years of relevant experience in Human Resources Management;
• Experience in the usage of computers and office software packages (MS Word, Excel, outlook etc.);
• Experience in handling of web-based management systems including ATLAS is an advantage;
• Previous experience in Administrating a broad range of entitlements & benefits, Recruitment and contract administration is needed;
• Work Experience in gender equality and Women's empowerment is an advantage;
• Work experience with international organization and /or working with other United Nations Common System is desirable.

Language Requirements:

• Fluency in English and Arabic is required;
• Knowledge of the other UN official working language is an asset.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.