Executive and Human Resource Assistant

Organizational Context

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.

Placing women`s rights at the center of all its efforts, UN Women leads and coordinates the United Nations system`s efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States` priorities and efforts, building effective partnerships with civil society and other relevant actors.

UN Women Rwanda has been working with the Government, UN Partners, Civil Society, the Private Sector, Development Partners and other key partners to promote gender equality and the empowerment of women and girls in the country through its programmatic interventions.

Under the supervision of the Operations Manager and close guidance of the Representative, the Executive and HR Assistant will support the Executive office and the operations unit performing a variety of standard administrative and HR processes ensuring high quality and accuracy of work.

Functions / Key Results Expected

Summary of key functions:

• Effective and efficient functioning of the Country Representative’s office
• Effective communications and administrative support to the office
• Facilitation of knowledge building, sharing and management
• Implementation of HR strategies and services including leave monitoring
• Under direct guidance from the operations follow up the implementation of the office learning plan and career development

Ensures effective and efficient functioning of the Country Representative’s office focusing on achievement of the following results:

• Management of the Country Representative’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the Country Office team.
• Efficient and discreet management of the Country Representative’s schedules.
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
• Adherence to appropriate protocol and correspondence guidelines by Country Office team when communicating with Government and other external partners.
• Use of automated office management system.

Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
• Facilitation of information sharing with Management Support and Business, Programme and Operations Teams.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Country Representative.
• Draft routine correspondence, interoffice circulars, general briefing notes, documents,

             reports, and minutes of meetings whenever requested,

• Administration of travel, meetings, appointments and briefings of the Country Representative.
• Support to organization of advocacy events if required.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.
• Organization of trainings for UN Women staff on coordination, administration, HR and protocol issues.

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

• Full compliance of HR processes and records with UN/UNWOMEN rules, regulations, policies and strategies.
• Preparation of leave records for staff and ensure updated leave records are sent to all Units

Implements HR services focusing on achievement of the following results:

• Assist in the process of vacancy announcements, compiling matrixes, performing functions of Secretary in interview panels.
• Circulate the CVs for the panel member’s shortlisting and accordingly invite the shortlisted candidates for the tests and interviews.
• Organize the interview sessions for new recruitments.
• Maintain full records of the process undertaken.
• Assist preparation and/or extension of Service contracts (SCs).
• Assist with preparation and/or extension of HR related Special Service Agreements (SSAs).
• Liaise with UNDP for the preparation and/or extension of FTAs.
• Liaise with UNDP to process requests for Resident Permit and Diplomatic Identification Card for international staff.
• Maintenance of the UN Women Rwanda CO staffing table.
• Maintenance of proper filing system for HR records and documents ensuring safekeeping of confidential materials.

Ensures proper staff performance management and career development focusing on achievement of the following results:

• Provision of background information for drafting Office Learning plan and individual learning plans.
• Maintains files regarding performance evaluations of Service Contract and Short Service Agreements holders

Impact of Results

The key results have an impact on the efficiency of the Country Representative’s office.  Accurate analysis and presentation of information strengthens the capacity of the Country Representative’s office and promotes the image of UN/UN Women as an effective contributor to

the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization. It also has an impact on the execution of the CO HR services in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach enhances UN WOMEN capability in provision of HR services

Competencies

Corporate Competencies:

• Demonstrates integrity by modeling the UN's values and ethical standards
• Promotes the vision, mission, and strategic goals of UN Women and the UN
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism

Functional Competencies:

Development and Operational Effectiveness

• Ability to resolve problems
• Ability to supervise and train support staff
• Ability to perform work of confidential nature and handle a large volume of work 
• Ability to provide input to business processes re-engineering, implementation of new system.

Knowledge Management and Learning

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
• Research best practices and poses new, more effective ways of doing things
• Encourages office staff to share knowledge and contribute to UN Women Practice Areas
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Leadership and Self-Management

• Focuses on result for the client
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change
• Responds positively to feedback and differing points of view.

Recruitment Qualifications

Education:

A diploma in Business Administration, Business Management or Human Resource, with a specialized training on office management or HR is needed. University Degree in Business Management or Human Resource will be desirable.

Experience:

2 years of progressively responsible secretarial, administrative or HR, programme experience is required at the national level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems. Ability to manage executive schedule and to book statutory meetings such as monthly staff meetings, Senior Management Teams etc.

Language Requirements:

Fluency in English