HR & Administrative Associate (BURUNDIANS ONLY)

Contract

This is a SB-4 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-4 contracts.

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. UN Women also coordinates and promotes the UN system’s work in advancing gender equality, and in all deliberations and agreements linked to the 2030 Agenda. The entity works to position gender equality as fundamental to the Sustainable Development Goals, and a more inclusive world.

UN-WOMEN supports its partners (governments, civil society organizations, private sector, Sister UN Agencies and international NGOs) in implementing the commitments made by States on gender equality.

UN Women Burundi's Strategic Note 2024-2027 aligns with UN Women's Global Strategic Plan 2022-2025, the National Development Plan 2018-2027 reinforced by the National Program for the Capitalization of Peace, Social Stability and the Promotion of Economic Growth (PNCP 2021-2027), the National Gender Policy (NGP) 2012-2025 and UNSC Resolution 1325, UNSDCF (2023-2027) and the United Nations Resilience Framework. It captures the triple mandate of UN WOMEN (Normative, Coordination and Programmatic) aimed at supporting government and partners to achieve lasting results for Gender Equality and the Empowerment of Women, building on its comparative advantages.

UN Women's work in Burundi focuses on 4 priority themes:

1. Governance and Participation in Public Life.
2. Women's Economic Empowerment.
3. Ending Violence against Women and Girls.
4. Women Peace & Security and Humanitarian Action

Under the overall supervision of the Country Representative, and the direct supervision of the Operations Manager, the HR and Administrative Associate is responsible for providing a variety of executive administrative support to the UN Women Burundi Country Representative, as well as 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. She/He will maintain full confidentiality in all aspects of assignment and, in close coordination with the East and Southern Africa Regional Office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

1. Administer and implement HR strategies and policies in Burundi Country 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;
• 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.

2. Provide HR administrative and logistical services to Burundi Country Office in full compliance with UN Women rules, regulations, and HR policies and guidelines

• Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications; maintain files/records, monitor deadlines;
• Provide administrative coordination in the extension of contracts, and facilitate processing of benefits, allowances and entitlements for national and international staff ;
• Facilitate renewal of UNLPs and visas ;
• Facilitate responses to audit findings and recommendations.
• Assume overall responsibility for leave management; record management ;
• Facilitate staff separation process;

3. 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 as necessary;
• Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB);
• 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 when necessary.

4. Provide administrative support to 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 Country Office and staff learning and development;
• Facilitate the preparation of Office learning plan and individual learning plans in consultation with the Country Representative.

5. Provide executive support to the UN Women Burundi Country Representative

• Manage the UN Women Burundi Country Representative’s calendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the UN Women Burundi Country Representative;
• Maintain roster of Burundi Country Office contacts; update electronic mailing lists;
• Answer and screen calls for the UN Women Burundi Country Representative with tact and discretion;
• Manage administrative files on the Country Representative’s mission travel and mission reports;
• Research files, collect information and organize materials to meet the Country Representative’s requests.

6. Provide administrative support to the UN Women Burundi Country Representative

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for the Country Representative for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Country Representative on deadlines and commitments.

7. Provide effective communication and information management support Burundi Country Office

• Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the UN Women Country Representative’s Office; take proactive follow-up action and keep the Country Representative informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
• Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
• Assist in the preparation and finalization of informal translations; act as interpreter as required.

8. Provide support to the Country Representative’s Office’s external relations activities

• Facilitate the Country Representative’s interaction with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
• Receive and greet high ranking officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

9. Facilitate knowledge building and knowledge sharing in Administrative and HR domains:

• Develop and support the development of training materials, webinars and other education materials;
• Organize trainings on Human Resources ;
• Provide a synthesis of lessons learnt and best practices, in HR Administration;
• Organize training courses, workshops, information sessions, orientations and consultations for staff; Liaise with the HR RO and headquarters in HR administration and staffing to disseminate information on a variety of HR matters.

Key Performance Indicators

• Adherence to UN Women rules and regulations;
• Timely and quality procurement services;
• Perform duties in a transparent and cost effective manner;
• Provide timely and quality advice to clients;
• Timely and quality reports
• Timely and accurate HR administration
• Timely and accurate organization of recruitments
• Timely and accurate information provision to staff on HR administrative and benefit and entitlement issues
• Timely administrative service delivery to the Burundi Country Offices
• 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

Functional Competencies

• Strong knowledge of HR administration, processes and policies;
• Ability to administer and execute administrative processes and transactions;
• Ability to handle information of a confidential nature;
• Ability to provide inputs to business processes re-engineering, implementation of new systems;
• Good quantitative skills; ability to produce reports;
• Ability to create, edit and present information in clear format, using appropriate IT functionality

Required Skills and Experience

Education and certification

• University degree in Human Resources, Business Administration, Public Administration, Law, Procurement or Logistics
• A Master degree in Human Recourses, or a MBA, would be an

Experience

• At least 4 years of relevant experience in Office Administration, Human Resource management, or in Logistic Services
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management system
• Experience in the UN Systems would be an asset.

Language Requirements

• Fluency in French and Working knowledge of English is required.

Reservation:

UN Women reserves the right to discontinue the recruitment due to any unforeseen circumstances. The output of this assignment shall belong to UN Women and Partners.

Note:

Please note that applications without a completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

UN Women Personal History form (P-11) can be downloaded from http://www.unwomen.org/en/about-us/employment

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, colour, 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. 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, colour, 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.

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.)

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