Background

Delivering a world where every pregnancy is wanted, every child birth safe, and every young person’s potential is fulfilled.

UNFPA, the United Nations Population Fund, is the lead UN agency that expands the possibilities for women and young people to lead healthy sexual and reproductive lives. We are on the ground in more than 140 countries working with governments, civil society, development partners and the private sector.

UNFPA Zimbabwe helps strengthen government and civil society’s capacity to promote communities, in particular women and young people, to access and utilize sexual and reproductive health services, with a focus on reducing maternal deaths, the unmet need for family planning, new HIV infections, and gender-based violence since 1981.

The HR/Admin Associate is located in Zimbabwe Country Office (CO) and is under the overall guidance and direct supervision of the Operations Manager (OM) and as a member of the CO management team, the HR/Admin Associate provides quality services in areas of human resources, procurement and general administration in compliance with relevant rules, guidelines, processes and procedures.  He/she takes a client-oriented, results-focused approach to interpreting the rules, procedures and guidelines and provides support and guidance to the CO.

In support of UNFPA’s strategic direction at the country level, the HR/Admin Associate contributes to country capacity and ensuring effective and efficient application of country office resources through support and monitoring in the following activities:

• Human Resource Management;
• General Administrative Services.

The Human Resources/ Administrative Associates will work closely with Internal partners who will include CO; close collaboration within the Operations team, ESARO (East and Southern Africa Regional Office) and Division/branches at HQ to resolve policy and procedural issues and country specific issues.

External partners include UNDP, other UN agencies, vendors and other non-UN partners that are essential to the work of the Country Office.

Duties and Responsibilities

Major Activities/Expected Results

Summary of Key Functions

Human Resources

• Administration and implementation of HR strategies and policies;
• Administration of human resources;
• Performance management and career development.

Administration

• Implementation of operational strategies;
• Provision of effective and efficient administrative support services;
• Support to supply and assets management;
• Proper interagency and common services activities.

HR/Administration Common Activities

• Conduct of Inter-Agency and UN-related surveys;
• Facilitation of knowledge building and knowledge sharing (HR and Administration).

Human Resources

Ensures administration and implementation of HR strategies and policies, adapts processes and procedures focusing on achievement of the following results:

• Full compliance of HR recording and reporting systems with UN rules and regulations, UNFPA policies, procedures and strategies; effective implementation of the internal control framework, proper functioning of the HR management system;
• Provision of advice and information on corporate strategies, changes in rules and regulations, implementation of personnel rules, strategic use of contractual modalities, application of entitlements, change management processes;
• CO HR business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management.

Ensures effective administration of human resources focusing on achievement of the following results:

• Organization of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels;
• Setting up vendor profiles, performing the functions of HR/Admin, Position Administrator and Absence Processor in ATLAS. Preparation of contracts (FTAs, SSAs). Timely follow up with Finance staff on Global payroll issues. Assist Operations Manager in update of Chart of Account details for CO positions. Maintenance of the CO staffing table.
• Monitoring and tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through ATLAS;
• In collaboration with other units in the CO assume overall responsibility for attendance and leave management; record management (filing and archiving system);
• Preparation or review of submissions to the Local CRB;
• Administration of the CO rosters including e-rosters;
• Validation of cost-recovery charges in ATLAS for HR/Admin services provided by UNDP.

Ensures proper staff performance management and career development focusing on achievement of the following results:

• Facilitation of the performance appraisal process and maintenance of the related data;
• Participation in preparation of the Office Learning plan and individual learning plans in consultation with the Senior Management;
• Assist OM in responding to audit findings and recommendations; monitoring compliance with the Performance Appraisal and Development cycle (PAD).

Administration

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNFPA rules, regulations, policies and strategies;
• Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs);
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management;
• Assistance in the preparation of budget, audit and other reports;
• Provision of researched information, reports for audit exercises.

Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

• Coordination and supervision of support staff engaged in the fields of general services;
• Presentation of thoroughly researched information for planning of financial resources for administrative services;
• Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters;
• Submission of information on administrative services provided for cost-recovery bills.

Ensures support to proper supply and assets management, focusing on achievement of the following results:

• Supervise coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items;
• Coordination of the provision of reliable and quality office supplies.

HR/Administration common activites

Ensures conduct of UN-related surveys focusing on achievement of the following results:

• Coordination of travel events, inter-agency and administrative surveys;
• Collection of information and preparation of reports for comprehensive and interim local salary, hardship and place-to-place surveys.  Participation in the work of Local Salary Survey Committee (LSSC).

Ensures proper inter-agency and common services functions, focusing on achievement of the following results:

• Participate in inter-agency activities, including service-related procurement and conduct of UN service;
• Proper planning and tracking of common services costs and contributions to the common services account;
• Review and prepare material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlements and salary surveys; security, etc. and represent UNFPA in related inter-agency meetings and working groups in the absence of supervisor;
• Assist the Operations Manager in the supervision of the Administrative Assistant.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/project staff on HR and administrative issues;
• Briefing of staff members on general administrative matters; provision of advice and administrative support;
• Synthesis of lessons learnt and best practices in HR and administration;
• Sound contributions to knowledge networks and communities of practice.

Perform any other duties as may be assigned by the management of the Country Office.

Competencies

Values and Core Competencies:

Values

• Exemplifying integrity;
• Demonstrating commitment to UNFPA and the UN system;
• Embracing cultural diversity;
• Embracing change.

Core Competencies

• Achieving results;
• Being accountable;
• Developing and applying professional expertise/business acumen;
• Thinking analytically and strategically;
• Working in teams/managing ourselves and our relationships;
• Communicating for impact.

Managerial Competencies:

• Providing strategic focus;
• Engaging staff and partners;
• Leading, developing and empowering people/creating a culture of performance;
• Making decisions and exercise judgment.

Functional Competencies:

• Aligning human resources management with the organization’s strategic direction;
• Attracting and developing the global workforce;
• Provide logistical support;
• Manage data, information and workflows;
• Planning, organizing and multi-tasking;
• Ensuring operational effectiveness and accountability for results;
• Good communications skills, verbal and oral.

Required Skills and Experience

Education

• Secondary Education with specialized certification in Human Resources or Certification in Administration;
• University Degree in Human Resources, Business or Public Administration would be desirable, but it is not a requirement.

Knowledge and Experience:

• 7 years of progressively responsible Human Resources and/or administrative experience is required at the national or international level, in public or private sector;
• Ability to interpret administrative and personnel rules, regulations and procedures and explain them clearly and concisely;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web based management systems;
• Previous experience in the UN would be an added advantage but not a requirement.

Languages

• English and the national language of duty station.

Application Procedure

• Applicants are requested to upload a copy of their latest updated P11 Form instead of a CV which can be downloaded from this website: http://zimbabwe.unfpa.org/.