Organizational Context

The United Nations Entity for Gender Equality and the Empowerment of Women (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. Placing women's rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides support to Member States’ efforts and priorities in meeting their gender equality goals and for building effective partnerships with civil society and other relevant actors.

In Turkey, in line with its global Strategic Plan 2022-2025 and Country Strategic Note (2022-2025), and the overall UN Sustainable Development Cooperation Framework for Turkey (UNSDCF) (2021-2025), UN Women works towards the overarching goal of “Women and girls including those at greatest risk of being left behind fully exercise their human rights, enjoy a life free from violence and discrimination, and lead, influence and benefit from sustainable and inclusive socio-economic development towards the advancement of gender equality in Turkey”. UN Women works in four thematic areas: (i) governance and participation in public life; (ii) women’s economic empowerment; (iii) ending violence against women and girls; and (iv) women, peace and security, humanitarian action and disaster risk reduction. UN Women contributes to three UNSDCF outcomes: 1) Women and girls have improved and equal access to resources, opportunities, and rights, and enjoy a life without violence and discrimination; 2) By 2025, Persons under the Law on Foreigners and International Protection are supported towards self-reliance. 3) By 2025, governance systems are more transparent, accountable, inclusive, and rights-based with the participation of civil society, and quality of judicial services is improved. 

Under the technical guidance of the Regional HR Business Partner and the daily supervision of the Operations Analyst, 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.

Functions

1. Administer and implement HR strategies and policies in UN Women Turkey Office in full compliance with UN Women rules, regulations, and HR policies and guidelines

• Provide general, standard information to the management and personnel 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.

2. Provide HR administrative and logistical services to UN Women Turkey Office and region 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,

• Support to organize payroll actions to enter data into the recently introduced UNALL,
• Facilitate responses related to HR audit findings and recommendations,
• Assume overall responsibility for leave and record management,
• Create and update organization charts, schemes, and organigrams,
• Ensure the HR data in the office is reviewed periodically, is accurate and is coordinated with and updated regularly
• Facilitate staff separation process,
• Contribute to Office quarterly and annual reporting by providing timely and accurate data on HR processes.

3. Facilitate and coordinate recruitment processes in full compliance with UN Women rules, regulations, and HR policies and guidelines

• Coordinate the recruitment process of all categories of staff and non-staff, including the preparation of job profiles and vacancy announcements; communicate with applicants and help prepare offers and contracts under the supervision of Operations Analyst and relevant Project Team,
• Draft job descriptions by gathering inputs from the project teams assist in reviewing and processing requests for classification,
• Publish the terms of references through UNDP Job site and other relevant portals (such as UVP, LinkedIn) and coordinating the access of panel members to the relevant stages of the recruitment process,
• Screen candidates and facilitate and participate in interview panels as necessary,
• Organizing, facilitating, and note-taking during the panels and preparation of interview panel reports,
• Preparation of recruitment reports such as interview report, desk review reports; SSA recruitment forms; amendment notes etc,
• Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB),
• Prepare position establishment documentation, liaise with headquarters and assure that action is completed,
• Provide regular recruitment status reports and present them to Office management on a weekly basis,
• Provide advice to local recruitment in programmes/projects when necessary,
• Compile all the documents for review and approval of the Operations Analyst for submission,
• Set up and maintenance of a filing system, staffing lists and reports for HR documentation of the office as required.

4. Provide administrative support to staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines

• Monitor compliance with the performance appraisal review in the office and region and staff learning and development,
• Facilitate the preparation of Office learning plan and individual learning plans in consultation with the HoO, Operation Analyst and HR Business Partner,
• Support the orientation of new staff with HR-related sessions and provide trainings and induction sessions on HR aspects for the operations/projects staff as needed, as well as keep staff informed on any changes and new developments in the HR field, in close cooperation with the HR Business Partner in ECA RO.

5. 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,
• 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.

6.Facilitate knowledge building and knowledge sharing globally

• Organize training courses, workshops, information sessions, orientations and consultations for staff,
• Provide a synthesis of lessons learnt and best practices in HR administration,
• Follow up and report on the completion of mandatory trainings and additional trainings by staff,
• Keep track of the training and learning processes of staff and non-staff in line with UN Trainings and file the related certificates.
• Liaise with HR headquarters in HR administration and staffing to disseminate information on a variety of HR matters.

7. Perform any other duties in line with the above responsibilities as may be assigned by Supervisor. 

Key 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 the UN Women Turkey Office
• 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

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.

Education and certification:

• Completion of secondary education is required.
• Bachelor’s degree in HR, Business or Public Administration is an asset.

Experience:

• At least 6 years of relevant experience in office administration and/or human resource management
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management system
• Previous experience in a UN organization and/or international organization is an asset
• Experience in recruitment and/or talent sourcing is an asset
• Experience in HR information technology systems and tools is an asset

Language Requirements:

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