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.

The Human Resource Associate is responsible for the timely, accurate, equitable, effective and efficient delivery of all human resources management services, i.e. strategic staff planning, recruitment, staff administration, organizational and design and learning/career development, for the continuous development and improvement in human resource operations, policies, and methods to align with UN Women evolving business needs and for providing advisory support to the Egypt Country Office Management.

Under the supervision of the Operations Manager, the Human Resource (HR) Associate is responsible for administratively and logistically supporting the recruitment and placement, administration of benefits and entitlements of staff and local external contractors, other HR administration issues and separation of personnel.

Duties and Responsibilities

Administer and implement HR strategies and policies in Country Office (CO):

• Ensure full compliance of records and reports 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;
• Prepare written response to queries concerning HR related matters.

Provide HR administrative and logistical services:

• Provide general office support services, including: process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications; maintain files/records, monitor deadlines;
• Provide administrative coordination in support of HR matters as appropriate, including renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances, administration of home leave entitlements;
• Implement recruitment processes, including drafting job descriptions, vacancy announcements, screening of candidates and participation in interview panels; provide advice to local recruitment in programmes/projects when necessary;
• Assist in reviewing and processing requests for classification;
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas;
• Monitor compliance with the performance appraisal review in CO and staff learning and development;
• Organize HR training courses, workshops, information sessions and consultations for staff;
• Facilitate responses to audit findings and recommendations;
• Maintain up-to-date personnel status files in a confidential and secure manner;
• Maintain regional staffing tables;
• Assume overall responsibility for attendance and leave management; record management; and mail and pouch.

Maintain data in relation to HR:

• Maintain, further develop and update internal database and files on administrative HR matters in a confidential and secure manner;
• Generate a variety of standard and non-standard statistical and other reports from various databases;
• Update position data in Atlas, association of positions to chart fields (CoAs), update of CoA information and setting up vendors;
• Review and administer contracts/agreements, including non-staff  contracts;
• Administer leave management and absence monitoring for the CO staff;
• Prepare personnel related reports as needed;
• Maintain staffing tables of CO;
• Validate payroll for national staff.

Facilitate knowledge building and knowledge sharing on benefits and entitlements issues, learning and development and HR administration

• Organize information sessions on HR administration with staff and management;
• Provide a synthesis of lessons learnt and best practices in HR administration;
• Liaise with HR headquarters in HR administration and staffing to disseminate information on a variety of HR matters;
• Liaise closely with outsourced service provider when necessary.

Perform any other duties assigned by supervisor from time to time.

Performance Indicators:

• Timely and accurate HR administration;
• Timely and accurate organization of recruitments;
• Timely and accurate information provision to staff on HR administrative and benefit and entitlement issues;
• Timely administrative service delivery to Country Offices;
• Up-to-date and secure databases, files and records.

Competencies

Core values:

Integrity:

• Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Respect for Diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
• Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

• Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

Functional Competencies:

• In-depth understanding of HR administration, processes and policies;
• Ability to maintain relationships with clients; ability to understand client’s perspective;
• Good oral and written communication skills;
• Detailed oriented and client-focused;
• Ability to prioritize work;
• Ability to provide inputs to business processes re-engineering, implementation of new systems;
• Responds positively to new approaches;
• Strong IT skills.

Required Skills and Experience

Education:

• Completion of secondary education with specialized certification in HR;
• First level university degree in HR, Business or Public Administration, or International Relations is desirable, but not a requirement.

Experience:

• Minimum of 6 years of relevant experience in HR and/or administration at national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web based management system;
• Experience working in an international organization is an advantage.

Language:

• Fluency in English is required;
• Knowledge of one of the other UN official working languages is an asset.