Human Resources & Administrative Assistant (SB3/SC5)

Background

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.

In Viet Nam, UN Women contributes to the development objectives of Viet Nam’s Socio-Economic Development Plan and the National Strategy for Gender Equality. Its Country Strategy Note for 2022-2026 is aligned to the upcoming UN Sustainable Development Cooperation Framework (UNSDCF) 2022-2026 and is focused on supporting Viet Nam’s fulfilment of Gender Equality commitments under The Convention on the Elimination of All Forms of Discrimination against Women (CEDAW), and the promise of the 2030 Sustainable Development Agenda to “leave no one behind”. The key priorities of UN Women in the 2022-2026 period are,

• By 2026, people in Viet Nam, especially those at risk of being left behind, will benefit from and contribute to safer and cleaner environment resulting from Viet Nam’s effective and gender responsive mitigation and adaptation to climate change, disaster risk reduction and resilience building, promotion of circular economy, the provision of clean and renewable energy, and the sustainable management of natural resources.
• By 2026, people in Viet Nam, especially those at risk of being left behind, will contribute to and benefit equitably from more sustainable, inclusive and gender-responsive economic transformation based on innovation, entrepreneurship, enhanced productivity, competitiveness, and decent work.
• By 2026, people in Viet Nam, especially those at risk of being left behind, will have benefited from and have contributed to a more just, safe and inclusive society based on improved governance, more responsive institutions, strengthened rule of law and the protection of and respect for human rights, gender equality, and freedom from all forms of violence and discrimination in line with international standards.

Under the supervision of the Operations Manager, the Human Resources (HR) and Administrative Assistant is responsible for administratively and logistically supporting (1) the recruitment and placement, administration of benefits and entitlements of staff and local external contractors, other HR administration issues and separation of personnel and (2) the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The HR & Administrative Assistant promotes a client, quality and results-oriented approach.

The HR & Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

1. Ensure implementation of HR strategies and policies in Vietnam Country Office (VCO) 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;
• Provide input to HR business process mapping and elaboration of the content of Standard Operations Procedures (SOP) in consultation with the direct supervisor;
• Provide support to local recruitment in VCO when necessary;
• Conduct consultant recruitment until contract issuance.

2. Provide HR administrative services to VCO in full compliance with UN Women rules, regulations, and HR policies and guidelines

• Process, draft, edit, proofread 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;
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Quantum;
• Facilitate responses to audit findings and recommendations under the closely guidance of OM;
• Provide support to leave management; record management and being office Leave Monitor;
• Coordinate local payroll and related issues;
• Facilitate staff separation process;
• Support internship management;
• Process monthly Personnel Validation for VCO;
• Perform as Buyer role in Quantum system in-charge all Purchase Orders relating consultant contracts;
• Maintain and update internal database and files on administrative HR matters in a confidential and secure manner.

3. Provide administrative support to staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines

• Follow up with staff and supervisor on the performance appraisal review in the office to ensure compliance to deadlines;
• Track and monitor the completion of UN Women mandatory courses of staff in VCO; track implementation of CO learning plan;
• Provide support to the preparation of Office learning and individual learning plans in consultation with the direct supervisor;
• Maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines.

4. Provide administrative to the Office in accordance with UN Women rules, regulations, policies, and strategies

• Perform as Travel Processor to review complaints and process Travel Requests of the office;
• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent); 
• Maintain files and records relevant to office premises and related maintenance;
• Provide administrative support to conferences, workshops, and retreats; 
• Provide administrative support in collaboration with the Common Back Office of GOUNH to facilitate the movements of UN Women personnel/visitors within the building;
• Maintain filing system in share-point ensuring safekeeping of confidential materials;
• Provide administrative support for IT and Security of the VCO.

5. Facilitate knowledge building and knowledge sharing globally

• Organize training courses, workshops, information sessions, orientations and consultations for VCO staff;
• Liaise with ROAP HR in human resources administration and staffing to disseminate information on a variety of HR matters;
• Facilitate trainings for the operations/projects staff on administration.

6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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

Please visit this link for more information on UN Women’s Core Values and Competencies: 

Functional Competencies:

• Ability to administer administrative processes and transactions;  
• Ability to perform work of confidential nature and handle a large volume of work;  
• Good knowledge of administrative rules and regulations;  
• Good IT and web-based management skills. 

Required Skills and Experience

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: . Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

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.