HR and Administrative Analyst

Contract

This is a NO-A contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 1 years of experience, depending on education. More about NO-A 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 MCO-Caribbean (MCO) covers 22 English and Dutch speaking countries and territories in the Caribbean. The MCO maintains a physical presence in five (5) countries but there remains high and consistent demand for the exercise of UN Women’s integrated mandate across the 22 countries and territories

Reporting to the Operations Manager, the Human Resources (HR) and Administrative Analyst is a member of the Operations Team, with supervisory oversight for administrative, human resources and procurement roles. The HR and Administrative Analyst supports the Operations Manager on matters of organizational integrity with the aim of ensuring: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized.

The HR and Administrative Analyst supervises procurement personnel, leads and fosters collaboration within the team, with programme personnel and with other UN Agencies and a client-oriented approach. The HR and Administrative Analyst works in close collaboration with programme teams in the MCO Office, providing close guidance to programme personnel who perform adjunct operations functions, ensuring that they are knowledgeable of rules and procedures governing programme finances, donor reporting, and personnel. The HR and Administrative Analyst also works in collaboration with operations personnel in other UN Agencies as needed.

Duties and Responsibilities

Oversee and implement administration, human resources and procurement services in the Multi Country Office (MCO) in accordance with UN Women rules and regulations and policies and strategies

• Provide technical inputs to the annual workplan for the Operations Team and oversee and monitor the implementation of HR, administration and procurement related functions; Escalate issues to the Operations Manager (OM as needed)
• Provide technical inputs to review meetings and provide technical support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
• Provide technical support to MCO business process mapping and the establishment of internal standard operating procedures related to Human Resources, procurement and administration;
• Provide substantive inputs to the implementation and compliance of all corporate procurement reporting and analysis is current and updated regularly and HR policies and systems and train personnel in these issues as needed
• Ensure a continuous and up-to-date flow of information between the ROs and the MCO on issues related administration, human resources and procurement.

Coordinate and administer Human Resources recruitment services in accordance with UN Women rules and regulations and corporate policies and strategies

• Manage recruitment processes and contract management; liaise with the Regional Office (RO) and HQ as necessary;
• Create and upload vacancy announcements and organize interview panels;
• Monitor and track transactions related to positions, recruitment, HR data, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas.
• Submit documents for Compliance Review Panel
• Provide technical inputs to workforce planning Maintain staffing lists and reports.

Coordinate Human resource services

• Provide personnel administration support for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; support administration of home leave entitlements);
• Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.
• Act as leave monitoring focal point;
• Coordinate and monitor professional development and team building initiatives with the Operations Manager, Deputy Representative and Representative
• Implement onboarding and orientation programme for new personnel;
• Oversee and report on the implementation of the performance review cycle for all contract types.

Implement and provide technical support on procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies

• Monitor procurement activities within the office and report as required to OM on trends and practices;
• Monitor and track transactions in the relevant procurement system(s), as necessary, and in collaboration with the Procurement Assistant;
• Prepare procurement reports and conduct expenditure analyses. Coordinate, consolidate and provide substantive inputs to preparation of procurement requirements and plans;
• Review procurement processes including submissions to the Local Procurement Review Committee (L-PRC) to ensure completion of documents and quality of submissions;
• Provide technical support in the procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the procurement in coordination with supervisor;
• Ensure proper inventory control of assets and liabilities.

Provide technical support to audit process in accordance with UN Women rules, regulations, policies and procedures

• Coordinate the pre-audit preparations related to procurement, administration and Human Resources for the RO and MCOs to be audit ready and complete the pre-audit checklist
• Provide advice and technical support to the MCO on audits
• Provide technical inputs to training MCO personnel as part of the training plan or requirement of pre-audit preparations or as otherwise determined by Operations Manager.

Provide knowledge sharing support

• Ensure knowledge related to administration, procurement and human resources is shared and adequately applied between the Regional Office, HQ and the MCO;
• Ensure compliance with mandatory trainings.

Provide technical backstopping to all functions of the Operations Unit as needed.

Competencies

Key Performance Indicators

• Services are provided in compliance with UN Women rules, regulations and policies
• Timely and quality inputs to workplans and reports
• Timely and accurate implementation of HR services
• Timely and accurate implementation of procurement contracts
• Audit process is implemented in a timely and quality manner, related to administration, procurement and human resources, and timely follow up to audit recommendations

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

• Good knowledge of HR rules and practices;
• Good knowledge of administrative and financial rules and regulations;
• Ability to administer and execute administrative processes and transactions;
• Ability to extract and interpret data;
• Ability to manage business processes re-engineering, and implementation of new systems;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong IT skills;
• Ability to priorities work and to multi-task;
• Ability to handle web-based management systems.

Required Skills and Experience

Education

• Master’s Degree or equivalent in HR, Business Administration, Public Administration, Social Sciences or related field.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree

Experience

• A minimum of 1 year of progressively responsible experience in administration, procurement, human resources, or logistic support services at the national or international level;

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);

• Experience in working in a computer environment using multiple office software packages, experience in handling of web-based management systems and ERP systems, preferably PeopleSoft.

Language Requirements

• Fluency in English is required.
• Working knowledge of Spanish would be an asset

Applications

• Positions in the National Officer categories are subject to local recruitment.
• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/en/about-us/employment. Please group all documents into one (1) single PDF document as the system only allows one document to be uploaded.
• Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Other

Submissions to UNDP Jobs are limited to a maximum of 10 MB, virus-free or corrupted contents to avoid rejection, and no more than 1 email transmission. All applications must be submitted through UNDPjobs. Please do not send applications to UN Women staff as they will not be accepted.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UNWomen 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.

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).