Administration and HR Associate

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The National UNV forms part of the Operations Team, coordinated by the International Operations Manager and under the overall supervision of the UNFPA Representative, which delivers efficient operational support in support of CO Programme delivery. The UNV Admin/HR Associate works in close collaboration with the Senior Admin/HR Associate, Program, and Operations staff in supporting both the country office as well as its Projects in the areas of administration and HR.

UNFPA is seeking candidates that transform, inspire, and deliver high-impact and sustained results; we need staff who are transparent, and exceptional in how they manage the resources entrusted to them and who commit to delivering excellence in programme results.

Under the direct supervision of the International Operations Manager, the National UN Volunteer will undertake the following tasks:

Strategic Management of Human Resources:

● Assist all relevant CO staff and project teams in defining their human resources needs in accordance with the approved Annual Work Plans on a yearly basis. ● Assist in managing and safeguarding the integrity of the UNFPA HR policies, procedures, and practices. ● Assist in the staffing requirements of the CO and conduct timely personnel administration for international and national staff (e.g. renewal of UNLPs, visas, extension of contracts, general Administration, etc.) ● advise and brief managers and project personnel on different types of contracting modalities, HR policies, and benefits ● Assist in the management of the recruitment and selection process by applying best practices, HR tools, and mechanisms ● Assist staff on aspects of Quantum HR modules, UN/UNFPA personnel, and administrative rules and regulations. ● Maintain accurate and up-to-date personnel status files in a confidential and secure manner, update personnel status files, and update records and files on various subjects according to the accepted UNFPA filing system. Maintain an inventory of all project personnel and their respective status (leave, etc.) in accordance with accepted policies and procedures ● In collaboration with other units in the CO, assume overall responsibility for attendance and leave management; record management (filing and archiving system).
● Prepare personnel-related reports and analysis; ● Draft responses to various inquiries for clearance by the IOM/Operations Manager ● Build capacity by advising programme staff and external parties on all aspects of HR management implementation and organization. ● Representing UNFPA in One UN Working Group on HR.

Hiring and Management of Individual Consultants: ● Participate in the review of the Terms of Reference submitted to ensure they are implementable and complete with essential elements to allow for timely preparation and management of the contract. ● Identify suitable candidates from UNFPA Consultant Rosters (CO and regional offices), the UN system, and its various networks, or advertise widely. ● Undertake and fully comply with due processes for hiring consultants in accordance with prescribed UNFPA guidelines. ● Prepare Individual Contracts for each consultant, ensuring minimization of UNFPA’s liability exposure. ● Where travel is involved, ensure visa and security clearance is issued before any travel takes place.
● Closely monitor the consultant’s contract, alerting the concerned hiring unit of the contract expiration date for any follow-up action needed.
● Ensure receipt of necessary approval(s) and completeness of supporting documents received before effecting any payment to Consultant, including evaluation of consultant before making the final payment.

Security Management: ● As part of the security team focal point for staff in terms of security measures, support the International Operations Manager (OM) in ensuring Minimum Operating Security Standards (MOSS) and Residential Security Measures (RSM) compliance with regard to UNFPA CO staff and project personnel in Angola. ● Support the fulfilment of all reporting requirements pertaining to MOSS (e.g. visitors on official mission to Mozambique) in a timely and accurate manner. ● Support IOM/ADM HR Associate to ensure that relevant communication equipment is available to essential staff and in working condition for use as and when necessary. ● Staff lists and ensure that these are kept up to date and sent to UNDSS. ● Liaise with UNDSS to issue ID cards to staff

Administrative Support: ● Support the timely completion of all human resources administrative requirements. ● Follow up with all staff to ensure timely completion and update of mandatory courses / their leave plans and maintain appropriate records of this. ● Fulfil Quantum functions relating to human resources.

People Management & Leadership: ● Support proper onboarding and induction of new staff. ● Support the Country Office in keeping personnel abreast of the latest developments in policies and procedures and all HR activity as this relates to the Country Office including regular reporting of HR activities. ● Support the development of staff learning plans and other capacity-building initiatives in the office.

Other: ● When appropriate, undertake other related duties assigned by the supervisor and/or Representative. ● Support the establishment of a solid network with HR colleagues within the UN system in Angola, the UNFPA Regional Office, and other country offices.

Values ● Exemplifying integrity ● Demonstrating commitment to UNFPA and the UN system ● Embracing cultural diversity ● Embracing change

Core competencies: ● Creativity ● Achieving results ● Being accountable ● Adaptability and flexibility ● Self-management ● Developing and applying professional expertise/business acumen ● Thinking analytically and strategically ● Working in teams/managing ourselves and our relationships ● Communicating for impact

Other Desirable Skills: ● Communication, information, and ideas/knowledge sharing. ● Supervisory skills.

in HR Management, Business administration and related fields; • Demonstrated experience in Admin and HR Process is an asset, as is experience working in the UN or other international development organization; • Fully proficient in Portuguese. Working knowledge of English is required. • Be capable of taking initiative and coping under pressure. • Solid overall computer literacy, including proficiency in various MS Office applications • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This position is based in the UN Building/Luanda/ Angola National UN Volunteers are part of the malicious insurance plan. National UN Volunteers are expected to be culturally sensitive and adjust to the prevailing culture and traditions.

Conditions of Service for national UN Volunteers

The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment. The applicable Volunteer Living Allowance is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents - except for UN Community Volunteers), as well as final repatriation (if applicable). You can check full entitlements at https://app.unv.org/calculator .

Furthermore, in non-family duty stations that belong to hardship categories D or E, as classified by the ICSC, a Well-Being Differential (WBD) will be provided monthly