UN WOMEN Jobs - 85026- Executive and Human Resources Associate

Executive and Human Resources Associate

Advertised on behalf of

UN WOMEN

Location :

Yangon, MYANMAR

Type of Contract :

FTA Local

Starting Date :

03-Jun-2019

Application Deadline :

20-May-19 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

1 year with possible extension

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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 Myanmar currently functions as a project office and is based in Yangon, with sub-offices in Mon Region, and Kachin and Rakhine States. As the office transitions into a full fledge country office, UN Women is also increasing its
programmatic presence within the country and developed strategic plan 2019-2011.

Reporting to Country Representative, the Executive and Human Resources Associate is responsible for providing a variety of executive administrative support to the UN Women Country Representative maintaining full confidentiality in all aspects of assignment and, in close coordination with the Country Office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

1. Provide executive support to the UN Women Country Representative

Manage the UN Women Country Representative’s calendar, and schedule of appointments and meetings;
Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative;
Maintain roster of Country Office (CO) contacts; update electronic mailing lists;
Answer and screen calls for the Country Representative with tact and discretion;
Manage administrative files on the Country Representative mission travel and mission reports;
Research files, collect information and organize materials to meet the Country Representative

2. Provide administrative related support

Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops for the Country Representative;
Prepare Travel and visa arrangement for the Country Representative and senior International staff members
Organize and attend meetings and events, prepare minutes and summaries for the Country Representative;
Prepare and assemble briefing materials and PowerPoint presentations for the Country Representative for meetings, missions and other key events;
Organize and monitor the office filing system;
Follow up with the Country Representative on deadlines and commitments.
Assist the Operations Manager in HR related issued as required

3. Provide Human Resources related support

Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements, and renewal of UNLPs and visas;
Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas;
Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB);
Prepare position establishment, liaise with regional office and assure that action is completed;
Provide advice to local recruitment in programmes/projects when necessary
Maintain and update internal database and files on administrative HR matters in a confidential and secure manner
Provide support in preparing contracts for consultants

Provide effective communication and information management support to the CO

Facilitate flow of information and communication between the UN Women Country Representative Office and other units within or outside of UN Women;
Review, prioritize and route correspondence to and from the UN Women Country Representative; take proactive follow-up action and keep the Country Representative informed;
Respond to and/or direct inquiries to appropriate units for timely action/response;
Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
Assist in the preparation and finalization of informal translations; act as interpreter as required.

Provide administrative and coordination support to the Country Representative Office’s external relations activities

Facilitate the Country Representative’s interaction with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
Receive and greet high ranking officials/visitors;
Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

Contribute to knowledge building and knowledge sharing

Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
Build and share knowledge and experience related to administrative and operations support.

Competencies

Key Performance Indicators

Timely and quality support to the Country Representative
Timely processing of HR related documents
Quality presentation of information
Quality and timely organization of events/ meetings
Adherence to protocol

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

Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
Good knowledge of administrative rules and regulations;
Ability to perform work of confidential nature;
Ability to create, edit and present information in clear format, using appropriate IT functionality;
Ability to administer administrative processes.

Required Skills and Experience

Education and certification:

Completion of secondary education is required;
Bachelor’s degree in business administration or public administration is an asset.

Experience:

Secoundary educaiton with at least 6 years of progressively responsible experience with administrative, secretarial, or programme experience;
Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems;
Experience with the ATLAS system is an asset.

Language Requirements:

Fluency in English and Burmese is required;
Knowledge of the other UN official working language is an asset.