Human Resources & Administrative Assistant (UN Women)

• 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.
• In Viet Nam, UN Women contributes to the development objectives of Viet Nam’s Socio-Economic Development Plan and the National Strategy for Gender Equality. Its Country Strategy Note for 2022-2026 is aligned to the upcoming UN Sustainable Development Cooperation Framework (UNSDCF) 2022-2026 and is focused on supporting Viet Nam’s fulfilment of Gender Equality commitments under The Convention on the Elimination of All Forms of Discrimination against Women (CEDAW), and the promise of the 2030 Sustainable Development Agenda to “leave no one behind”.

📍GENERAL INFORMATION:

• Location: Ha Noi, VIET NAM
• Type of Contract: Service Contract
• Application Deadline: 04-Aug-24 (Midnight New York, USA)
• Post Level: SC-5
• Languages Required: English  

📍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, retro activities, 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 databases 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 training 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.

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). 

📍HOW TO APPLY:

• Việc làm tại các tổ chức phi chính phủ - NGO Recruitment

• Website: https://ngorecruitment.org/
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