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.
In line with fulfilling UN WOMEN's strategic objectives, UN WOMEN Egypt Country Office focuses on three areas of immediate concern: Strengthening women's participation in governance and leadership, eradication of violence against women, women's economic security, and rights.
Under the overall guidance of the Operations Manager and direct supervision of the HR Associate, the HR Assistant provides support to the HR unit including, recruitment processes, leave monitoring, and HR filing. S/he facilitates the efficient flow of information and communication to ensure expeditious dissemination of information and timely action within the office.
Duties and Responsibilities
Support implementing the HR strategies and policies in Egypt CO in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Support providing general, standard information to the management and staff on HR strategies, rules, and regulations;
- Support identifying ways in which the administrative needs can be met within existing policies; interpret processes and procedures, anticipate and manage operational requirements;
- Prepare written response to queries concerning HR-related matters.
Provide HR administrative and logistical services to Egypt CO in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Provides support to HR recruitment processes: organize interviews, panels, renting of laptops, ..etc, including logistical preparations, taking minutes, preparation of reports, ..etc;
- Follow up on candidate’s vendor and soliciting of references and P11s, etc;
- Follow up on contracts after being signed by UN WOMEN Director to ensure completion of processes (including PO and vendor creations by colleagues);
- Administer interns’ agreements for Associate review and OM signature and ensure compilations of interns' requirements on file;
- Draft HR communications such as HR letters, written responses to queries concerning HR related matters, and apology emails to candidates who were not selected;
- Collection of background information/ documents on candidates as required;
- Assistance provided on HR briefing to newly hired staff.
Provide support to leave monitoring, as well as absence planning and management:
- Preparations of leave monitoring reports, including follow-up with staff members;
- collect signed leave requests and file in leave files;
- Enter leaves taken on monthly records of each staff in the leave sheets;
- Produce the monthly attendance sheet for the signature of staff and director at end of each month, ensuring the update of leave balances.
Maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Maintain and update internal database and files on administrative HR matters in a confidential and secure manner;
- Print and file the mandatory certificates for each staff and assist HR Associate in the update of information on the excel sheet (dates of modules completion);
- Print and file staff Evaluations.
Facilitate knowledge building and knowledge sharing globally:
- Support the organization of training courses, workshops, information sessions, orientations, and consultations for staff;
- Support providing a synthesis of lessons learned and best practices in HR administration;
- Support disseminating information on a variety of HR matters.
Key Performance Indicators:
- Timely and accurate HR administration;
- Timely and accurate organization of recruitments;
- Timely and accurate information provided to staff on HR administrative and benefit and entitlement issues;
- Timely administrative service delivery to Egypt CO;
- Up-to-date and secure databases, files, and records.
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:
Functional Competencies:
- Strong knowledge of HR administration, processes, and policies;
- Ability to administer and execute administrative processes and transactions;
- Ability to handle information of a confidential nature;
- Ability to provide inputs to business processes re-engineering, implementation of new systems;
- Good quantitative skills; ability to produce reports;
- Strong IT skills.
Required Skills and Experience
Education and certification:
- Bachelor’s degree in HR, Business or Public Administration, or any related field.
Experience:
- At least 3 years of relevant experience in office administration, human resources, or any related field;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling web-based management systems.
Language Requirements:
- Fluency in Arabic and English is required.
Application:
- All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment.
- 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. Make sure that you provide a valid email address for future communications.