HR Administrative Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

Assignment is with family (Kinshasa)

Under the direct supervision of the Chief Human Resources Officer (CHRO), the duties of the HR Administrative Assistant will include but are not limited to the following:

• Manages the agenda of the CHRO; ensures the timely preparation of relevant background documents and the organization of briefings for meetings; ensures that relevant staff are informed and/or called to attend. Assists in the follow-up to meetings, including the preparation of relevant notes and briefing to staff, as appropriate. • Performs a full range of office management and administrative support functions in a highly confidential and efficient manner. • Drafts background documents, notes for the file, presentations, responses to MEU/UNDT cases, as well as ensures the timely and qualitative drafting of broadcasts and HR guidelines, policies and memorandums. Reviews incoming and outgoing correspondence and refers it to, and holds consultations with, appropriate units/sections. Takes initiative in drafting and preparing correspondence for the CHRO’s signature. • Maintains close contacts with sections in MONUSCO and brings to the attention of the CHRO and other Human Resources Officers on all matters requiring their personal attention. Formulates options as to how those matters might be best handled and followed-up, as directed. • Ensures effective dissemination of HR pertinent information to MONUSCO civilian personnel. • Develops and maintain relations with the Office of the Special Representative of the Secretary-General (SRSG), Deputies SRSG (DSRSGs), Director Mission Support (DMS), MONUSCO section chiefs, UN entities, civil society, the private sector, NGOs, UN Headquarters and other staff regarding human resources matters. • Follows up on all tasks, projects, correspondence assigned in an accurate and timely manner. • Ensures smooth and efficient information flow within the Human Resources Section; prepares and processes confidential information; supports the development and innovation of office administrative systems and procedures. • Administers travel arrangements of the CHRO in compliance with UN rules and regulations. • Manages and updates the leave plan for the Human Resources Section. • Uses standard IT applications to produce a wide variety of documents and reports. • Maintains a comprehensive filing system (both paper and electronic). Manages, updates and further develops internal share portal. • Generates reports from internal databases. • Carries out quality control function for outgoing documents; proofreads texts for adherence to format, grammar, punctuation and style. • Responds to information requests and inquiries. • Assists in the preparation of presentation materials using appropriate technology/software. • Manages the planning and organization of CHRO’s missions, including ensuring the timely preparation of mission files and background documents, as well as prepare or ensure the preparation of mission reports. Coordinate with relevant HR Officers and Assistants the planning of CHRO’s missions through regular briefings. • Provides back-up assistance to HR Officers and Assistants. • Undertakes other assignments as may be requested by the CHRO and the Human Resources Officers.

Communication, Integrity, Respect for diversity and gender, Teamwork, Professionalism

Administration, human resources, information systems, coordination, support to Senior United Nations officials, humanitarian affairs or related field is required. Field experience is an asset.

The Democratic Republic of Congo is the second largest country in Africa, and as a result is quite diverse.

Living conditions therefore vary between MONUSCO duty stations, with all usual amenities present in the capital Kinshasa, but only very basic conditions in remote duty stations in the provinces, where, for instance, there may be no guarantee of public power supply nor running water. The ability to live and work in difficult and harsh conditions of developing countries is essential.

Accommodation is very expensive in both Kinshasa and Lubumbashi. Supermarkets exist in the large towns (e.g. Bukavu, Kisangani), but consumer items are generally very expensive (as everything is imported). For food, local markets offer a much cheaper alternative.

All MONUSCO duty stations are considered non-family duty stations, except for Kinshasa, Lubumbashi and Entebbe which are now considered family duty stations, and most are currently under UN Security Phase III (“relocation phase”: internationally-recruited staff are temporarily concentrated or relocated to specified sites/locations). In addition to insecurity related to the relatively volatile political situation as well as various conflict situations, certain places are subject to increasing street and residential crime, including in Kinshasa and Goma.

Some degree of medical service is provided in all MONUSCO duty stations. Certain vaccinations are mandatory for MONUSCO personnel to enter the DRC, while others are compulsory for all other incoming persons. It is possible for incoming MONUSCO personnel, including UN Volunteers, to be asked to provide proof of some or all vaccinations, though this is unlikely. All UN Volunteers must ensure that they are up-to-date with all appropriate vaccinations, which should be clearly and properly endorsed in the International Certificate of Vaccination (“carte jaune”). Malaria is present virtually throughout the DRC, and it is therefore recommended to take prophylaxis.

The unit of currency is the Congolese Franc. The US dollar is the other preferred currency. It may be impossible to exchange traveller’s checks away from the capital city. Credit cards are usually accepted in major hotels only in Kinshasa. In larger towns and cities (e.g. Kinshasa, Goma, Bukavu, Kisangani), UN Volunteers are recommended to open US Dollar bank accounts, while in other places, banks may be absent (including ATMs) and VLA payments will be processed in cash. UN Volunteers have the possibility to send part of their allowances to a bank account abroad.

In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili.