Human Resources & Administrative Assistant (UN Women)

GENERAL INFORMATION

Type of Appointment: Service Contract (SC)
Position Level: SB3/SC5
Duty Station: Ha Noi, Viet Nam
Application deadline: 04/08/2024 (Midnight New York, USA)

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.

DUTIES AND RESPONSIBILITIES

1. Ensure implementation of HR strategies and policies in Vietnam Country Office (VCO) 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;
Provide input to HR business process mapping and elaboration of the content of Standard Operations Procedures (SOP) in consultation with the direct supervisor;
Provide support to local recruitment in VCO when necessary;
Conduct consultant recruitment until contract issuance.

2. Provide HR administrative services to VCO in full compliance with UN Women rules, regulations, and HR policies and guidelines

Process, draft, edit, proofread for approval a variety of correspondence and other communications; maintain files/records, monitor deadlines;
Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements;
Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Quantum;
Facilitate responses to audit findings and recommendations under the closely guidance of OM;
Provide support to leave management; record management and being office Leave Monitor;
Coordinate local payroll and related issues;
Facilitate staff separation process;
Support internship management;
Process monthly Personnel Validation for VCO;
Perform as Buyer role in Quantum system in-charge all Purchase Orders relating consultant contracts;
Maintain and update internal database and files on administrative HR matters in a confidential and secure manner.

3. Provide administrative support to staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines

Follow up with staff and supervisor on the performance appraisal review in the office to ensure compliance to deadlines;
Track and monitor the completion of UN Women mandatory courses of staff in VCO; track implementation of CO learning plan;
Provide support to the preparation of Office learning and individual learning plans in consultation with the direct supervisor;
Maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines.

4. Provide administrative to the Office in accordance with UN Women rules, regulations, policies, and strategies

Perform as Travel Processor to review complaints and process Travel Requests of the office;
Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
Maintain files and records relevant to office premises and related maintenance;
Provide administrative support to conferences, workshops, and retreats;
Provide administrative support in collaboration with the Common Back Office of GOUNH to facilitate the movements of UN Women personnel/visitors within the building;
Maintain filing system in share-point ensuring safekeeping of confidential materials;
Provide administrative support for IT and Security of the VCO.

5. Facilitate knowledge building and knowledge sharing globally

Organize training courses, workshops, information sessions, orientations and consultations for VCO staff;
Liaise with ROAP HR in human resources administration and staffing to disseminate information on a variety of HR matters;
Facilitate trainings for the operations/projects staff on administration.

6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/en/about-us/employment/application-process#_Values Functional Competencies:

Ability to administer administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Good IT and web-based management skills.

REQUIRE SKILLS AND EXPERIENCES

Education and Certification	Completion of secondary education is required. Bachelor’s degree in Human Resources Management or Business Administration or related fields is desirable.
Experience	At least 5 years of progressively responsible experience in HR, administration, procurement or logistic support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required. Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.
Languages	Fluency in English is required. Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Application: All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: here. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Apply: here