HR/Administrative Specialist

Details

Mission and objectives

OCHA’s overall goal in Ukraine is to ensure the delivery of effective and principled humanitarian action that meets the needs of the most vulnerable people. To achieve this, OCHA supports the Humanitarian Coordinator and humanitarian partners in operational coordination, humanitarian financing, public information, humanitarian analysis, advocacy and information management. In its effort to help alleviate the suffering of the affected population and respond to some of the long-term consequences, OCHA established a presence in Kyiv shortly after the outbreak of the crisis in 2014. Today, OCHA’s 40 plus staff in Kyiv and in its four operational hubs in Kramatorsk and Sievierodonetsk (GCA) and Donetsk and Luhansk (NGCA) work together to support the coordination of humanitarian assistance of international and national organizations.

Context

The position is located in the in the Office for the Coordination of Humanitarian Affairs (OCHA) in Ukraine. OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

Task description

Within the delegated authority and under the supervision of Human Resources Officer or his/her designated mandated representative(s), the UNV HR/Administrative Specialist will: Support implementation of operational strategies: • Complies administrative activities with UN regulations, rules, policies and strategies; • Provides inputs to the project’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); • Provides inputs to the preparation and implementation of administrative team results-oriented work plans. Provide general support to the implementation of HR strategies : • Maintains full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies; • Assisting with vacancy announcements, longlisting when required, and facilitating competitive recruitment examinations; • Responsible to take minutes of meeting during panel interviews, perform functions of secretary when required; • Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities; • Assists in onboarding of staff members (national and international) and other personnel; • Provide administrative support for international staff visas, accreditation, UNID cards in cooperation with UNDP/UN DSS. Ensure effective provision of administrative and logistical support: • Ensures that passport and visa requests and extensions are properly and timely authorized and processed; • Provides administrative and logistical support in preparation of missions, conferences, workshops; • Assists in organization of shipments, mailing of documents for OCHA; • Participates in data collection, analysis and maintenance of projects related database and files; maintains accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials; • Participates in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, taking meeting minutes; Ensure provision of basic administrative support services: • Provides general office support services; • Prepares routine draft correspondence and reports; • Extracts, inputs, copies, scans and files data from various sources; • Collects background information documents, as necessary; • Communicates with partners on technical issues of cooperation; • Maintains records on project file management and preparation of required reports; • Assists in project staff contract management. Provide support to knowledge building and knowledge sharing: • Participates in the training for office staff. • Contributes to knowledge networks and communities of practice.