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.  

Since the establishment of the office in Timor-Leste, UN Women has been working to promote the rights of women and ensure inclusion of women’s participation and leadership as the country works towards safeguarding stability and promoting development. UN Women programming is focused around four corporate priority areas: enhancing women’s economic empowerment; ending violence against women; engaging women in all aspects of peace and security processes; and translating international commitments on gender equality and women’s empowerment into actions at the national level, including through making gender equality central to national development planning and budgeting. 

Under the technical guidance of the Regional HR Business Partner in HQ and the daily supervision of the Operations Manager, the Human Resource (HR) Assistant 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. 

Key Functions and Accountabilities

Provide HR administrative and logistical services to CO 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, and renewal of UNLPs and visas; 
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Quantum system 
• Facilitate responses to audit findings and recommendations;  
• 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; 
• Create/update entries of vendors, PO and Receipts in Quantum system.  

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

• Draft job descriptions and vacancy announcements; assist in reviewing and 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); 
• Prepare position establishment, liaise with headquarters and assure that action is completed;  
• Provide regular recruitment status reports; 
• Provide advice to local recruitment in programmes/projects when necessary. 

Provide administrative support to staff performance management and learning and development and Human Resources services 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 HR Business Partner  
• Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned
• Maintain staffing lists and reports, as required 
• Perform the duties of Leave Monitor

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 Quantum system, association of positions to chart fields (CoAs), update of CoA information and setting up vendors. 

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; 
• Liaise with HR headquarters in HR administration and staffing to disseminate information on a variety of HR matters. 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: Describe the size of the team and levels of personnel under the position’s direct supervision. Include matrix management relationships and all affiliate personnel. 

N/A

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

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 Values and Competencies Framework: 

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. Will be added separately for each position.

Recruitment Qualifications

Education and certification:

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

Experience:

1. At least 5 years of relevant experience in office administration and/or human resource management;  
2. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required; 
3. Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable. 

Languages:

1. Fluency in English is required. 

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.