UN Women: Human Resources Assistant, Operations Support, Bonn, Germany, G5 FTA

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 (HR) Division is responsible for the timely, accurate, equitable, effective and efficient delivery of all human resources services, i.e. strategic workforce planning, recruitment and selection, personnel administration, organizational and design, learning and career development, the provision of HR management information and tools to support strategic decision making, and for the continuous development and improvement of human resource operations, policies, methods and advisory services aligned to UN Women evolving business needs.

Under the overall guidance of the HR specialist and day-to-day supervision by the HR Analyst, the HR Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The HR Assistant promotes a client, quality and results-oriented approach.

Note: Locally recruited General Service category positions with UN Women in Bonn are open to nationals of Germany and applicants with valid employment authorization to work in Germany.  

Key Functions and Accountabilities:

Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:

• Provide support on contract management (including with e-requisitions and purchase orders for consultants/ contractors), operations and HR procurement matters internally and with service providers.
• Provide administrative support to conferences, workshops, and retreats.
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery 
• Provide support to preparation of procurement plans for the Division.
• Provide support to procurement processes and logistical services.
• Arrange travel, and other logistics for the HR team.
• Coordinate logistics for meetings, events, ensuring all arrangements are made efficiently and within budget.
• Maintain filing system ensuring safekeeping of confidential materials.
• Utilize specialized software or tools to assist with tasks such as data entry, report generation, or document preparation.
• Generate procurement related reports; research and draft responses to queries;
• Source Purchase Orders (PO) for consultants and interns;

Support the Administration and Implementation of HR Strategies and Policies Related to Affiliate Personnel and Contract Modalities

• Prepare and process standard contracts, extensions and renewals for consultants, checking documentation for completeness and escalating exceptions to the supervisor.
• Coordinate with hiring units, HR and Finance to ensure timely contract issuance.
• Maintain contract trackers and records.
• Draft responses to routine queries on contract administration, referring policy questions to HR.
• Provide administrative support to recruitment and selection of affiliate personnel, as required.

Provide administrative support to the implementation of Human Resources services:

• Provide administrative and policy support for the Internship and Fellowship Programme
• Review and clear terms of reference and selection packages for Interns and Fellows;
• Maintain staffing lists and reports, as required; 
• Perform Leave Monitor duties. 

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

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:

• Ability to administer administrative processes and transactions;  
• Ability to perform work of confidential nature and handle a large volume of work;  
• Good knowledge of administrative rules and regulations;  
• Good IT and web-based management skills. 

Recruitment Qualifications:

Education and Certification:       

• Completion of secondary education is required. 
• Bachelor’s degree in Business Administration or related fields is desirable. 

Experience:        

• At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service. 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required. 
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable. 

Languages:         

• Fluency in English is required. 
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

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.