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Closing: Sep 1, 2022

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Published: Aug 18, 2022 (2 months ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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Job Purpose:

The HR Administrative Assistant is responsible for effective delivery of HR services, and supports the management of the CO HR team. He/she analyzes and interprets the rules and regulations and provides solutions to a wide spectrum of complex HR issues. The HR Admin Assistant promotes a collaborative, client-oriented approach consistent with UNFPA rules and regulations. The HR Admin Assistant supervises works in close collaboration with the operations, programme and project teams in the Country Office (CO) and with UNFPA HQs staff and Government officials ensuring successful Country Office (CO) performance in strategic Human Resource Management.

Education:  

  • Completed Secondary Level/ Completed High School Education is required.
  • First level university degree preferably in human resources management, business administration, public administration or related field.

Knowledge and Experience: 

  • 5 years of relevant experience in Human Resources Management, or office administration.
  • Relevant experience in providing HRM services and support;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems preferably PeopleSoft;
  • Good interpersonal and diplomatic skills is an advantage
  • Ability to participate in the design and delivery of capacity building for clients
  • Experience with international organizations will be an advantage,
  • A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in Uganda will be an added advantage
  • Demonstrated ability to work in a team

Languages: 

  • Fluency in English; knowledge of other official UN languages.


Responsibilities

Job Purpose:

The HR Administrative Assistant is responsible for effective delivery of HR services, and supports the management of the CO HR team. He/she analyzes and interprets the rules and regulations and provides solutions to a wide spectrum of complex HR issues. The HR Admin Assistant promotes a collaborative, client-oriented approach consistent with UNFPA rules and regulations. The HR Admin Assistant supervises works in close collaboration with the operations, programme and project teams in the Country Office (CO) and with UNFPA HQs staff and Government officials ensuring successful Country Office (CO) performance in strategic Human Resource Management.

Education:  

  • Completed Secondary Level/ Completed High School Education is required.
  • First level university degree preferably in human resources management, business administration, public administration or related field.

Knowledge and Experience: 

  • 5 years of relevant experience in Human Resources Management, or office administration.
  • Relevant experience in providing HRM services and support;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web based management systems preferably PeopleSoft;
  • Good interpersonal and diplomatic skills is an advantage
  • Ability to participate in the design and delivery of capacity building for clients
  • Experience with international organizations will be an advantage,
  • A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in Uganda will be an added advantage
  • Demonstrated ability to work in a team

Languages: 

  • Fluency in English; knowledge of other official UN languages.


A. Efficient Support to Recruitment and Selection Processes

  • Implement the recruitment process for staff and consultants; provide input to job classification process, prepare vacancy announcement (review job descriptions and competency requirements), organize and coordinate the interview and selection process, prepare summaries and documentation for decision makers and appointment bodies;
  • Prepare long list of candidates in the e-Recruit system in accordance with established procedures and quality standards;
  • Use of tracking tools to monitor recruitment status and other indicators for management and recruitment purposes, and monitoring and tracking of status of requests, initiating follow-up actions to ensure submissions of selection processes for review are timely, accurate and contain complete documentation;
  • Provide and adapt interpretations to recruitment policies and practices
  • Ensure full compliance of HR activities, HR recording/reporting systems with UNFPA’s rules, regulations, policies and strategies; proper design and functioning of the HRM systems.
  • Serve as the first point of contact for HR Services within the CO.

B. HR Services in Staff Administration for Staff

  • Monitor contractual status of staff: advise on appointments, extensions and separations; inform Analyst on staffing issues to be followed up with the respective HR Strategic Partner at the RO;
  • Work with DHR branches to generate required HR reports (e.g. staffing with contract expiry date, Personnel Action Forms etc.);
  • Assist in producing documentary evidence required by auditors during audit sessions;
  • Respond to HR inquiries and requests for assistance through the Integrated Service Desk escalating queries to the relevant Analysts/Specialists/HR Strategic Partner as required;
  • Perform any other duties as may be directed by HR Specialist, Quality & Assurance and/or Chief, HR Services.

C. General Support 

  • Stand-in for other team members on selected functions as may be required.
  • Carry out any other duties as may be required by UNFPA leadership.


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