Human Resources Assistant

Background

I. Position Information

Job Title: Human Resources Assistant

Type of Contract: Service Contract

Current Grade: SB3

Department: UN Women Brazil Country Office

Reports to: Operations Analyst

Duty Station: Brasília

II. 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.
The UN Women Country Programme in Brazil is implemented in line with the national development priorities, as well as in the framework of the international commitments to gender equality and empowerment of women, as well as the UN frameworks and instruments on Human Right, of which Brazil is signatory, such as the CEDAW, CERD, Beijing Platform for Action, Durban Action Plan, Agenda 2030, as well as the UN Security Council Resolutions on Women, Peace and Security. It is aligned with the United Nations Sustainable Development Partnerships Framework.

The UN Women Country Office in Brazil focuses on three key areas:
1. Women lead, participate in, and benefit equally from governance systems
2. Women have income security, decent work, and economic autonomy
3. All women and girls live a life free from all forms of violence
UN Women also coordinates and promotes the UN system’s work in advancing gender equality. As part of the United Nations Country Team, leads the Inter-Agency Thematic Group on Gender, Race and Ethnicity, and actively contributes to the other UN inter-agency mechanisms.
Under the technical guidance of the Regional HR Business Partner in HQ and the daily supervision of the Operations Analyst, 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

III. Functions

1. Administer and implement HR strategies and policies in CO in full compliance with UN Women rules, regulations, and HR policies and guidelines
• 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.

2. Provide HR administrative and logistical services to CO and region in full compliance with UN Women rules, regulations, and HR policies and guidelines
• 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.

3. Facilitate and coordinate recruitment processes in full compliance with UN Women rules, regulations, and HR policies and guidelines
• 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.

4. Provide administrative support to staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines
• Monitor compliance with the performance appraisal review in the office and region and staff learning and development;
• Facilitate the preparation of Office learning plan and individual learning plans in consultation with the HR Business Partner

5. Maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines
• 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.

6. Facilitate knowledge building and knowledge sharing globally
• 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.

Competencies

IV. 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
 

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.

Required Skills and Experience

V. Recruitment Qualifications

Education and certification:

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

Experience:

At least 5 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.)

Experience in handling of web based management system

Language Requirements:

Fluency in English s required

Fluency in  Portuguese is required

Knowledge of Spanish is desirable.

VI. Recruitment Process

Due to the large number of applications received, only the selected applicant(s) will be notified.
 

Applicants with employment in public institutions will need to present evidence of leave without pay.
 

Applicants must not be related (mother, father, sister, brother, son, or daughter) to United Nations staff members. Applicants must be Brazilian nationals.
 

All candidates must complete the online applications with P11 form at UNDP Jobs website (Careers tendersglobal.net United Nations Development Programme) no later than 11:59 pm New York time 02/09/2024.
 

Completed and signed UN Women Personal History form (P-11) in English is request, which can be downloaded from 

NOTE: Applicants that do not complete the online application and send the supporting documents will not be considered. Applicants that fail to provide evidence of the information given in the online form and/or P-11 form will be disqualified.

Diversity and Inclusion: At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need. If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)