HR & Administrative Associate

tendersglobal.net

Job Description

UN Women Burundi’s Strategic Note 2024-2027 aligns with UN Women’s Global Strategic Plan 2022-2025, the National Development Plan 2018-2027 reinforced by the National Program for the Capitalization of Peace, Social Stability and the Promotion of Economic Growth (PNCP 2021-2027), the National Gender Policy (NGP) 2012-2025 and UNSC Resolution 1325, UNSDCF (2023-2027) and the United Nations Resilience Framework. It captures the triple mandate of UN WOMEN (Normative, Coordination and Programmatic) aimed at supporting government and partners to achieve lasting results for Gender Equality and the Empowerment of Women, building on its comparative advantages.
Duties and Responsibilities:

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.

Provide HR administrative and logistical services to Burundi Country Office 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, 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;

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.

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

Provide executive support to the UN Women Burundi 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.

Provide administrative support to the UN Women Burundi Country Representative:

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.

Provide effective communication and information management support Burundi Country Office:

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.

Provide support to the Country Representative’s Office’s external relations activities:

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.

Facilitate knowledge building and knowledge sharing in Administrative and HR domains:

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.

Required Skills and Experience:
Education and certification:

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

Experience:

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.

Language Requirements:

Fluency in French and Working knowledge of English is required.

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=115228

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HR & Administrative Associate

Job Description

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