Human Resources Assistant

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. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

Afghanistan is one of the world’s most complex emergencies, and the world’s largest humanitarian crisis. Afghan people are grappling with the impact of conflict, poverty, economic decline, and natural disasters. In this context, Afghan women and girls face unique vulnerabilities and require urgent support as gender inequality is interwoven with conflict dynamics and humanitarian needs. It is essential that Afghan women and girls can continue to shape the development of their country, and that their gains are protected. UN Women remains fully committed to supporting Afghan women and girls and to putting them at the center of the global response to the crisis in Afghanistan.

UN Women has been in Afghanistan for two decades. UN Women’s programming approach is informed by analysis of the political, economic and humanitarian situation, risks to and capacities of partner organizations, and needs of Afghan women and girls. UN Women Afghanistan currently has four key programme priorities: (1) Gender in Humanitarian Action, (2) Ending Violence Against Women, (3) Women’s Economic Empowerment, and (4) Women, Peace and Security.

Under the daily supervision of the Human Resource Specialist, 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

1.  Ensures implementation of HR strategies focusing on achievement of the following results:

• Full compliance of HR processes and records with UN/UN Women rules, regulations, policies, and strategies;
• CO Human Resources business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Human Resources management in consultation with the direct supervisor and office management;
• Provision of information to the management and personnel on strategies, rules, and regulations;
• Assists in all recruitment-related documentation for proper contract management including mandatory certificates, medical and reference checks, and other types of documents in compliance with audit requirements;
• Ensure a properly working filing system of local and international personnel with respect to relevant documents, contracts, and payment files and follow through with a properly working archive system as required;
• Drafts correspondence relating to personnel matters and briefs national SC/SSA holders on their entitlements and responsibilities.
• Ensures attendance records for all personnel (FTA, SC, and SSA). Keeps updated manual leave record and leave balance of all national FT/SC holders;
• Acts as leave monitor in the absence of HR Associate; prepares monthly attendance sheets for national and international staff, updates and monitors leave balance and leave records;

2. Implements Human Resource services for the Country Office and sub-offices focusing on achievement of the following results:

• Assist the HR team in the recruitment process; drafting job descriptions and vacancy announcements, posting VAs, preparing necessary recruitment documents;
• Update of positions in Quantum, an association of positions to chart fields (COAs), update of COA information, timely follow-up with Finance staff on contracted personnel payroll issues;
• Input and tracking of all transactions related to positions, recruitment, benefits, recoveries, adjustments, and separations;
• Organizing the interview panel, informing the candidates, and functioning as secretary to the interview panels;
• Maintenance and regular update of the country office staffing table and HR database;
• Collection of background information for submissions to the Compliance Review Body (CRB);
• Maintain and update the country office rosters including e-rosters;
• Maintaining a proper filing system for HR records and documents and taking care of personnel folders;
• Validation and provision of information for cost-recovery bills in Quantum for HR services provided by UNDP to other Agencies;
• Provide clerical support in the recruitment of local general service staff.
• Provide support in hiring national and international consultants under the Special Service Agreement modality;
• Administer placement interns;
• Support on implementation of learning plan;
• Follow up with all employees for compliance with Mandatory training;
• Coordinate with newly hired staff to attend the orientation sessions;

3. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization and facilitation of training for personnel as per office learning plan;
• Synthesis of lessons learned and best practices in Human Resources;
• Sound contributions to knowledge networks and communities of practice;
• Any other HR duties assigned;

• Timely and accurate HR administration;
• Timely and accurate organization of recruitments;
• Up-to-date and secure databases, files, and records;

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 Values and Competencies Framework: 

Functional Competencies

• Strong knowledge of HR administration, processes, and policies;
• Ability to handle information of a confidential nature;
• Ability to provide inputs to business processes re-engineering, and implementation of new systems;
• Good quantitative skills; ability to produce reports;
• Strong IT skills.

Required Skills and Experience

Education and Certificate:

• Bachelor’s degree in Human Resources Management; Economics, management, business administration, rural development, social sciences, or related field;
• Professionally qualified certificate in Human Resources Management is an advantage;

Experience:

• A minimum of (3) years of relevant experience in Human Resources Management, business administration or Finance;
• Experience in the usage of computers and office software packages (MS Word, Excel, Outlook etc.);
• Experience in handling web-based management systems including Quantum is an advantage;
• Previous experience in Administrating a broad range of entitlements & benefits, Recruitment, and contract administration is needed;
• Work Experience in gender equality and Women’s empowerment is an advantage;
• Work experience with an international organization and /or working with other United Nations Common System is desirable;

Language Requirements:

• Fluency in English and Dari/Pashtu is required;
• Knowledge of the other UN official working language is an asset;

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.

Inclusion Statement:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, 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).