HR & Administrative Associate

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Description

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• Administer and implement HR strategies and policies in Burundi Country Office 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.

• 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, and facilitate processing of benefits, allowances and entitlements for national and international staff ;
• Facilitate renewal of UNLPs and visas ;
• Facilitate responses to audit findings and recommendations.
• Assume overall responsibility for leave management; record management ;
• Facilitate staff separation process;

• 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 Country Office and staff learning and development;
• Facilitate the preparation of Office learning plan and individual learning plans in consultation with the Country Representative.

• Manage the UN Women  Burundi Country Representative’s calendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the UN Women Burundi Country Representative;
• Maintain roster of Burundi Country Office contacts; update electronic mailing lists;
• Answer and screen calls for the UN Women Burundi Country Representative with tact and discretion;
• Manage administrative files on the Country Representative’s mission travel and mission reports;
• Research files, collect information and organize materials to meet the Country Representative’s requests.

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for the Country Representative for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Country Representative on deadlines and commitments.

• Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the UN Women Country Representative’s Office; take proactive follow-up action and keep the Country Representative informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
• Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
• Assist in the preparation and finalization of informal translations; act as interpreter as required.

• Facilitate the Country Representative’s interaction with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
• Receive and greet high ranking officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

• Develop and support the development of training materials, webinars and other education materials;
• Organize trainings on Human Resources ;
• Provide a synthesis of lessons learnt and best practices, in HR Administration;
• Organize training courses, workshops, information sessions, orientations and consultations for staff; Liaise with the HR RO and headquarters in HR administration and staffing to disseminate information on a variety of HR matters.

• University degree in Human Resources, Business Administration, Public Administration, Law, Procurement or Logistics
• A Master degree in Human Recourses, or a MBA, would be an

• At least 4 years of relevant experience in Office Administration, Human Resource management, or in Logistic Services
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management system
• Experience in the UN Systems would be an asset.

• Fluency in French and Working knowledge of English is required.

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