HR and Admin Assistant_ Timorese Nationality ONLY



Advertised on behalf of :

Location : Dili, Timor Leste
Application Deadline :21-Jan-21 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
15-Feb-2021
Duration of Initial Contract :1 year
Expected Duration of Assignment :1 year

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.

Under the overall guidance of the Head of Office and the direct supervision of the Operations Manager, the HR and Admin Assistant provides support to office operations performing a variety of standard administrative processes and Human Resource management ensuring high quality and accuracy of work. The HR and Admin Assistant promotes a client, quality and results-oriented approach.

The HR and Admin Assistant works in close collaboration with the operations and programme staff and all personnel in country office to exchange information and ensure consistent service delivery.


Duties and Responsibilities

Summary of Key Functions:

  • Support to administrative and logistical arrangements

  • Support to liaise/manage on office maintenance

  • Provide HR administrative and logistical services to Country Office

  • Facilitate and coordinate recruitment processes for staff and personnel

  • Support to knowledge building and knowledge sharing
  • Provides administrative and logistical support, focusing on achievement of the following results:

Provide administrative support incl. managing schedule/ appointment of the UN Women Head of Office;

  • Maintain and update contact information lists and security communication tree for office incl. staff list, BCP and for the Government and CSO partners;

  • Maintain central office’s share drive, hard copy filing, and archive system, ensure consistency and environmental-friendly approaches;

  • Administrative support to organization of conferences, workshops, retreats/ events incl. confirmation of participants, when needed;

  • Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;

  • Effective daily management of mail (incoming and outgoing); incoming phone call, incoming and outgoing registry/ e-mail, and administration of pouch system;

  • Arrangement of vehicle transportation, regular vehicle maintenance and insurance and checking and recording of vehicle daily log and registration and fuel consumption, update and maintenance of vehicle history report;

  • Organize regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;

  • Provide support for new staff/personnel to obtain ID, email account and visa application, as relevant.

Provide support to office maintenance and supplies with focusing on achievement of the following results:

  • Liaise with assets manager and common premises unit and/or ICT on office and equipment maintenance as required;

  • Provision of support to ensure maintenance of common premises and common services incl. ICT to all personnel and office, when required;

  • Manage office stationery and supplies: establishing and implementation of proper mechanism for stock keeping (ensure bi-annual inventory), purchase and distribution;

  • Manage distribution of office keys and act as key custodian.

Provide HR administrative and logistical services to Country Office and in full compliance with UN Women rules, regulations, and HR policies and guidelines:

  • Process, draft, edit, proofread and finalize 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, 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;
  • Assume overall responsibility for leave management; record management;
  • Process payment and administer entitlements for international staff as delegated; validate and coordinate local payroll and related issues; Facilitate staff separation process and related tasks.

Facilitate and coordinate recruitment processes for staff and personnel incl. consultants in full compliance with UN Women rules, regulations, and HR policies and guidelines:

  • Support the review of ToR, entry of ToR into job site, vacancy announcements; assist in processing requests for classification.
  • Screen candidates and facilitate and participate in interview panels as necessary.
  • Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB), as relevant;
  • Prepare position establishment, liaise with headquarters and assure that action is completed;
  • Coordinate induction of new personnel, preparing induction materials and working closely with Operations Manager and relevant supervisors;
  • Provide regular recruitment status reports;
  • Monitor compliance with the performance appraisal review in the office and staff learning and development;
  • Facilitate the preparation of Office learning plan and individual learning plans in consultation with the Operations Manager;
  • 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;

  • Update position data in Atlas in coordination with UNDP and HQ, association of positions to chart fields (CoAs), update of CoA information, when needed.

Support knowledge building and knowledge sharing:

  • Organize training courses, workshops, information sessions, orientations, and consultations for staff;

  • Maintain office workflows and systems for office filing and strengthen CO personnel capacities on online knowledge management

  • Sound contributions to knowledge networks and communities of practice.


Competencies

CORE VALUES / GUIDING PRINCIPLES

  • Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct. < > Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

    Cultural sensitivity and valuing 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

Knowledge Management and Learning

  • Shares knowledge and experience

  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

    Development and Operational Effectiveness

  • Ability to perform a variety of standard tasks related to front desk service, Telephone communication service and update of staff information.

  • Ability to perform work of confidential nature and handle a large volume of work

  • Good knowledge of administrative rules and regulations

  • Strong IT skills,

  • Demonstrate excellent knowledge of protocol

    Leadership and Self-Management:

  • Focuses on result for the client and responds positively to feedback

  • Consistently approaches work with energy and a positive, constructive attitude

  • Remains calm, in control and good humored even under pressure

     


Required Skills and Experience

Education:

Secondary Education preferably with specialized certification in Administration and Human Resource Management. University Degree in Public Administration, Human resources, Law, Economics, Political Sciences and Social Sciences or related field would be desirable, but it is not a requirement.

Experience:

  • Minimum of 5 years’ experience in handling administrative and Human Resource matters
  • Good communication with various stakeholders

  • Proven experience in logistic support

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language Requirement:

  • Knowledge on UN system is an advantage. Fluency in English is required. Knowledge of official national language essential.



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