Administrative Associate ( UN Women)

• Provide general, standard information to the management and staff on HR strategies, rules and regulations;
• Identify ways in which the administrative needs can be met within existing policies; interpret processes and procedures, anticipate and manage operational requirements;
• Prepare written response to queries concerning HR related matters.

• Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications; maintain files/records, monitor deadlines;
• Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements, and renewal of UNLPs and visas;
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas;
• Facilitate responses to audit findings and recommendations; 
• Assume overall responsibility for leave management; record management; 
• Process payment, and administer entitlements for international staff as delegated; validate and coordinate local payroll and related issues;
• Facilitate staff separation process;
• Create/update entries of vendors, PO and Receipts in ATLAS system. 

• Draft job descriptions and vacancy announcements; assist in reviewing and processing requests for classification;
• Screen candidates and facilitate and participate in interview panels as necessary; 
• Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB);
• Prepare position establishment, liaise with headquarters and assure that action is completed; 
• Provide regular recruitment status reports;
• Provide advice to local recruitment in programmes/projects when necessary.

• Monitor compliance with the performance appraisal review in the office and staff learning and development;
• Facilitate the preparation of Office learning plan and individual learning plans in consultation with the HR Business Partner 

• Maintain and update internal database and files on administrative HR matters in a confidential and secure manner;
• Generate a variety of standard and non-standard statistical and other reports from various databases;
• Update position data in Atlas, association of positions to chart fields (CoAs), update of CoA information and setting up vendors.

• Organize training courses, workshops, information sessions, orientations and consultations for staff;
• Provide a synthesis of lessons learnt and best practices in HR administration;
• Liaise with HR headquarters in HR administration and staffing to disseminate information on a variety of HR matters.

• Keep adequate records in Atlas to ensure proper asset management 
• Preparation of inventory reports. Implementation of inventory and physical verification check-up in the office and projects. 
• Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

• Timely and accurate HR administration 
• Timely and accurate organization of recruitments
• Timely and accurate information provision to staff on HR administrative and benefit and entitlement issues
• Timely administrative service delivery to the Country Office
• Up-to-date and secure databases, files and records

• Respect for Diversity
• Integrity
• Professionalism

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

• 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.

• Completion of secondary education is required.
• Bachelor’s degree in HR, Business or Public Administration is an asset.

• At least 6 years of relevant experience in office administration and/or human resource management; 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web based management system

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

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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