Human Resources Associate – Local post for Nationals of Turkiye – SB3

Background

1. 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.

In Türkiye, in line with its global Strategic Plan 2022-2025 and Country Strategic Note (2022-2025), and the overall UN Sustainable Development Cooperation Framework for Turkey (UNSDCF) (2021-2025), UN Women works towards the overarching goal of “Women and girls including those at greatest risk of being left behind fully exercise their human rights, enjoy a life free from violence and discrimination, and lead, influence and benefit from sustainable and inclusive socioeconomic development towards the advancement of gender equality in Turkey”. UN Women works in four thematic areas: (i) governance and participation in public life; (ii) women’s economic empowerment; (iii) ending violence against women and girls; and (iv) women, peace and security, humanitarian action and disaster risk reduction. In line with its coordination mandate, UN Women promotes coordination and coherence across the UN system to enhance accountability and results for gender equality and women’s empowerment, including through joint programmatic and advocacy actions and initiatives, standardized tools and guidance and services to strengthen the relevant capacities of the UN system. Towards these goals, UN Women implements programmes and projects that aim to advance gender equality, improve women’s access to opportunities, rights, and services in political, social, and economic life, and combat gender stereotypes, discrimination, and violence, as required by international and national legal and policy commitments. UN Women collaborates with numerous partners – central and local level government authorities, civil society organizations, including women’s organizations and platforms, academia, private sector companies, and other UN agencies. It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change.

Since the UN Women Turkey Office works with numerous partners and is a growing office with expanding activities throughout the country, its scope and administrative workload is increasing, with further growth projected in time.

Under the technical guidance of the Regional HR Business Partner in HQ and the daily supervision of the Operations Manager, the Human Resource (HR) Associate 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

2. Key Functions and Accountabilities

a) Administer and implement HR strategies and policies in UN Women Turkey 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; provide advice on guidelines for temporary personnel;
• 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.

b) Provide HR administrative and logistical services to UN Women Turkey Office and region in full compliance with UN Women rules, regulations, and HR policies and guidelines

• Process, draft, edit, proofread and finalize a variety of correspondence and other communications; maintain files/records, monitor deadlines;
• Provide administrative coordination in administration of national benefits and entitlements;
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Quantum system;
• Facilitate responses related to HR audit findings and recommendations,
• Assume overall responsibility for leave management; record management;
• Process payment, and administer entitlements for international staff as approved; validate and coordinate local payroll and related issues;
• Oversee issuance on non-contract staff, including extensions and separations; verify staff contracts due to expire and on that basis initiates required extension or separation action;
• Facilitate staff separation process;
• Create/update entries of vendors, PO and Receipts in Quantum system.
• Contribute to Office quarterly and annual reporting by providing timely and accurate data on HR processes.

c) 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;
• Prepare recruitment recommendations/supporting documentation for Central Review Board (CRB) including drafting selection process report as required;
• Coordinate position management, assure funds availability, 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.

d) Coordinate 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 Senior Management and Operations Manager.

e) Maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines:

• Maintain, further develop and update internal database and files on HR matters, and staffing tables 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 Quantum system, association of positions to chart fields (COAs), update of COA information and setting up vendors;
• Participate in local salary surveys as needed.

f) Facilitate knowledge building and knowledge sharing globally:

• Organize and conduct 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.
• Follow up and report on the completion of mandatory trainings and additional trainings by staff,
• Keep track of the training and learning processes of staff and non-staff in line with UN Trainings and file the related certificates.

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

Competencies

3) 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:

https://www.unwomen.org/en/about-us/employment/application-process#_Values

FUNCTIONAL COMPETENCIES:

• Excellent knowledge of HR administration, processes and policies;
• Ability to administer and execute administrative processes and transactions;
• Ability to handle confidential information; maintain discretion;
• Ability to provide input to business processes re-engineering, implementation of new systems;
• Excellent quantitative skills; ability to produce reports;
• Excellent IT skills.

Required Skills and Experience

4) 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 7 years of relevant experience in office administration and/or human resource management; or 4 years of experience with Bachelor`s degree of progressively responsible experience in office administration and/or human resource management Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required. Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable. Previous experience in a UN organization and/or international organization is an asset
Languages	Fluency in English and Turkish is required.

The application package for the position should consist of:

• Duly filled in Personal History Form (P11) that can be downloaded from UN-Women-P11-Personal-History-Form.doc (live.com)
• CV
• Motivation Letter.

How to Submit the Application:

• Download and complete the UN Women Personal History Form (P11) – UN-Women-P11-Personal-History-Form.doc (live.com)
• Merge your UN Women Personal History Form (P11), CV and Motivation Letter into a single file. The system does not allow for more than one attachment to be uploaded.
• Click on the Job Title (job vacancy announcement).
• Click ‘Apply Now’ button, fill in necessary information on the first page, and then click ‘Submit Application;’
• Upload your application/single file as indicated above with the merged documents (underlined above).
• You will receive an automatic response to your email confirming receipt of your application by the system.

Notes:

• UN Women retains the right to contact references directly. Due to the large numbers of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.
• Applications without the completed UN Women P-11 form will be treated as incomplete and may not be considered for further assessment.

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.