Human Resources Associate, Fixed Term, Position, Kigali

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Care

UNICEF is a leading humanitarian and development agency working globally for the rights of every child. Child rights begin with safe shelter, nutrition, protection from disaster and conflict and traverse the life cycle: pre-natal care for healthy births, clean water and sanitation, health care and education. UNICEF has spent nearly 70 years working to improve the lives of children and their families. Working with and for children through adolescence and into adulthood requires a global presence whose goal is to produce results and monitor their effects. UNICEF also lobbies and partners with leaders, thinkers and policy makers to help all children realize their rights—especially the most disadvantaged.

UNICEF Rwanda is committed to realizing the rights of all children to help them build a strong foundation and have the best chance of fulfilling their potential.

UNICEF Rwanda is currently midway through its Country Programme 2018-2023 and its goal is to improve the health, nutritional status, protection, education and wellbeing of children, focusing on those who are poor, vulnerable or at risk.

The Human resources unit is part of the Operations section, composed of an HR Specialist, HR Officer and HR associate to timely provide quality HR Business Partner service to the needs of all sections in the office.

The focus of this position is on the provision of specialized transactional HR activities pertaining to recruitment and placement, administration of entitlements, staff development and career development, job classification and/or performance management. Specialized activities pertain to the application of HR regulations, rules and procedures in the context of, on a day-to-day basis, there typically being more complications that arise with a broader variety of solutions that are not always clearly covered in general guidelines, thus requiring a greater capacity to adapt and interpret. This position consequently, require in-depth knowledge of the subject matter and the capacity to carry out tasks with strong independence. Thus, managerial oversight for these positions is limited to ensuring results are fulfilled according to work-plans and facilitating any issues that arise outside of established patterns.

To learn more about UNICEF work in Rwanda, please visit the country website https://unicef.sharepoint.com/sites/RWA/

How can you make a difference?

The purpose of the position:

You will provide administrative, procedural and operational support and assistance to the efficient implementation of a broad range of Human Resources functions for all categories of staff in the office, ensuring accurate and timely delivery that is in compliance with UNICEF HR rules and regulations.

Summary of key functions/accountabilities:

Support to business partnering:

• Support the business partners in developing initiatives to encourage employee well-being and employee recognition schemes
• Support the management of change processes by advising clientele on changes to HR processes under the guidance of HR Business Partner
• Support the business partners in assisting clientele in using HR systems such as talent management, agora and achieve.

Support in processing of entitlement and benefits

• In consultation with supervisor, analyze, research, verify, and compile data and information on cases that do not conform to UN or UNICEF’s HR Rules & Regulations, to support consistent and equitable application of decisions and implementation of agreed upon action.
• In consultation with supervisor, analyze, research and verify information for the purpose of responding to staff queries on areas related to benefits and entitlements
• Initiates the processing of a wide range of personnel actions, by ensuring all relevant forms and actions are completed by staff and forwarded to the Global services center.
• Maintains and prepares all personnel-related records and files, ensuring all information on each staff member is up-to-date and accurate.

Support in recruitment and placement

• Prepares and circulates internal and external advertisements.
• Liaises with candidates in the various stages of the recruitment process.
• Prepares formal acknowledgement, offer and regret letters.
• Initiates and follows up on reference checks and academic verifications, and ensuring the completion of other background checks.
• Monitors life-cycle of recruitment process.

Support in organization design and job classification

• Participates in the review of General Service positions specific Job Descriptions,
• Support in Drafts and edits job descriptions to be submitted for classification.
• Follows up and liaises with Head Quarter and Regional Office over status of requests to ensure timely completion.
• Prepares documents to be submitted for classification, ensuring completeness of documentation
• Monitors life-cycle of all job classification requests to facilitate recruitment and organization planning.
• Compiles and analyses information and statistics related to posts and staff for reports on staffing trends.
• Analyze, research, verify, and compile data which facilitates preparation of workforce planning reports for supervisor to review against benchmarks

Support in learning & capacity development

• In consultation with supervisor, researches and analyses data and information to help identify training needs within the office for the development of learning plans and other targeted training interventions.
• In consultation with supervisor, researches, analyzes, verifies, and compiles information on external training courses available and educational institutions to help supervisor decide on learning programmes that address learning gaps in the country office.
• Assists team in organizing and conducting courses, workshops and events
• Develops and processes contracts for institutions providing training and courses,
• Assists team in organizing and conducting courses, workshops and events by preparing and organizing distribution of materials for participants, ensuring availability of training venues and required equipment and supplies, while providing logistical and secretarial support at workshops and events as necessary.
• Tracks the performance management cycle processes, ensuring the timely distribution and enhancing the timely completion and return of appraisals.

Support in administration of individual contracts

• Providing administrative support in the identification and engagement of consultants or individual contractor, process.
• Ensure contracts are issued prior to the engagement of the consultant and that performance meets the UNICEF quality standards.

Leave and Attendance

• Focal point for the administration of leave and attendance, keeping staff informed about their rights, maintaining and monitor Leave and attendance records in the system for all staff, follow-up with the respective sections to ensure effective use of leave entitlement.
• Resolving employee queries regarding attendance and time management
• Maintain and provide regular report on the leave and attendance situation

Support the offboarding process

• Support staff with offboarding related actions
• Submit separation cases in the system
• Undertake regular follow-up with Global service center and the pension funds for payment of benefits and pension fund queries.

Support the administration of the health insurance

• Follow-up on timely enrolment of staff member and dependents on Medical Insurance plan
• Follow up on Guarantee of Payment for Medical Evacuation
• Handling issues with CIGNA Service Providers

To qualify as an advocate for every child you will have…

• Completion of secondary education, supplemented by technical or university courses related to Human Resources is a strong asset
• A minimum of 6 years of progressively responsible human resources, administrative or clerical work experience required
• Experience in supporting recruitment process is required
• Experience of administration of leave and attendance is an asset
• Experience in UN system is an asset
• Fluency in English is required. Knowledge of French and local language is an asset.

For every Child, you demonstrate...

UNICEF’s core values of Care, Respect, Integrity, Trust and Accountability.

The Core competencies required for this post are:

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

Technical:

• Extensive knowledge of HR principles, rules, regulations and procedures within the UN
• Computer literacy and the ability to effectively use standard office software tools as well as good knowledge and skill in using HR systems.
• Ability to extract and format data and to solve operational problems
• Ability to organize own work, set priorities and meet deadlines.

Interpersonal and communication:

• Takes responsibility to respond to internal and external service needs promptly and proactively; takes initiative to ensure that deadlines, rules and regulations are met. Uses own discretion to address unforeseen situations.
• Demonstrates a high degree of confidentiality, initiative and good judgment.
• Demonstrates courtesy, tact, patience and ability to work effectively with people of different national and cultural backgrounds.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles 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.