HR/Administrative Specialist

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 position is located in the in the Office for the Coordination of Humanitarian Affairs (OCHA) in Ukraine. OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

Within the delegated authority and under the supervision of Human Resources Officer or his/her designated mandated representative(s), the UNV HR/Administrative Specialist will:

Support implementation of operational strategies: • Complies administrative activities with UN regulations, rules, policies and strategies; • Provides inputs to the project’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs); • Provides inputs to the preparation and implementation of administrative team results-oriented work plans.

Provide general support to the implementation of HR strategies : • Maintains full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies; • Assisting with vacancy announcements, longlisting when required, and facilitating competitive recruitment examinations; • Responsible to take minutes of meeting during panel interviews, perform functions of secretary when required; • Assists in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities; • Assists in onboarding of staff members (national and international) and other personnel; • Provide administrative support for international staff visas, accreditation, UNID cards in cooperation with UNDP/UN DSS.

Ensure effective provision of administrative and logistical support: • Ensures that passport and visa requests and extensions are properly and timely authorized and processed; • Provides administrative and logistical support in preparation of missions, conferences, workshops; • Assists in organization of shipments, mailing of documents for OCHA; • Participates in data collection, analysis and maintenance of projects related database and files; maintains accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials; • Participates in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, taking meeting minutes;

Ensure provision of basic administrative support services: • Provides general office support services; • Prepares routine draft correspondence and reports; • Extracts, inputs, copies, scans and files data from various sources; • Collects background information documents, as necessary; • Communicates with partners on technical issues of cooperation; • Maintains records on project file management and preparation of required reports; • Assists in project staff contract management.

Provide support to knowledge building and knowledge sharing: • Participates in the training for office staff. • Contributes to knowledge networks and communities of practice.

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning • Communication • Flexibility

administration, office management, logistics, human resources management, or other related area is required (progressive experience). • Work experience with Enterprise Planning Systems (EPRS) is required. • Knowledge of administrative and human resources policies and procedures. • Administrative experience in emergency situations (complex emergency or natural disaster) is desirable. • Relevant administrative experience within the UN Common System or other comparable international organization is desirable.

As it is a national UN Volunteer's assignment, the UN volunteer shall organize his/her accommodation by themselves.

Entitlements of National UN Volunteer (Specialist - Step 1)

The contract lasts for the period indicated in the vacancy with possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1534 (equivalent in UAH) is provided monthly to cover housing, utilities and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum. Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period. • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.