Position: Administrative Associate -UNFPA (Deadline June 2024)

Administrative Associate, UNFPA East Jerusalem

The Position

The Administrative Associate ensures high-quality human resource management and administrative services to internal and external clients, mastering relevant rules, guidelines, processes, and procedures. This role requires a client-oriented, results-focused approach, interpreting rules and providing support to the Country Office and UNFPA-supported projects. The incumbent collaborates closely with operations, programme staff, and the Humanitarian team, facilitating smooth delivery of HR services.

Reporting directly to the Operations Manager, with technical oversight by the regional HR Business Partner, the Administrative Associate plays a key role in the efficient functioning of the office.

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Level: SB3
Contract Type: Service Contract
Closing Date: 21 Jun 2024, 10:00 AM (America/New_York)
Duty Station: East Jerusalem

How You Can Make a Difference

UNFPA is the lead UN agency dedicated to ensuring every pregnancy is wanted, every childbirth is safe, and every young person’s potential is fulfilled. The current strategic plan (2022-2025) focuses on ending preventable maternal deaths, meeting family planning needs, and eradicating gender-based violence and harmful practices. This role is critical in advancing these transformative results and supporting the realization of the ICPD and SDGs.

UNFPA seeks candidates who transform, inspire, and deliver high impact and sustained results, demonstrating transparency, exceptional resource management, and a commitment to excellence in programme outcomes.

Job Purpose

Under the guidance of the Operations Manager, the Administrative Associate provides high-quality support services to office operations, handling standard HR and administrative processes related to UNFPA staff and consultants. The role includes resolving complex HR and administration issues in cooperation with UNFPA HQ and demonstrating strong client and results orientation in service of the country programme.

Key Responsibilities:

Implementation of HR Strategies and Policies:

• Ensure compliance with HR recording and reporting systems in line with UNFPA rules and regulations.
• Implement effective internal control mechanisms and HR management systems.
• Support the development of internal Standard Operating Procedures in HR management.

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Human Resource Management:

• Organize and implement recruitment processes, including drafting job descriptions, preparing vacancy announcements, screening candidates, and participating in interview panels.
• Prepare recruitment submissions for the Regional Compliance Review Board.
• Determine national staff entitlements, prepare contracts, and handle related documentation.
• Perform HR Local Recruiter functions in Quantum.
• Monitor HR transactions, including recruitment, benefits, earnings/deductions, and separations.
• Maintain the Country Office staffing table and organizational chart.
• Update personnel files, attendance, and leave records.
• Manage contract renewals, promotions, and performance evaluations.
• Assist with consultant contracts and ensure compliance with UNFPA policies.
• Maintain records on project personnel and consultants, including contracts and ToRs.

Administrative Support to the Country Office and Projects:

• Advise on allowances, travel claims, and other financial matters.
• Calculate payments due for claims and services.
• Provide support to national and international consultants for project tasks.

Knowledge Building and Knowledge Sharing:

• Participate in training for HR/operations/projects staff.
• Contribute to knowledge networks and communities of practice.
• Provide guidance to Project support staff.
• Engage in relevant UN Common System working group meetings.

Qualifications and Experience

Education:

• Completed Secondary Level Education required.
• First level university degree desirable.

Knowledge and Experience:

• Secondary education with 6 years of relevant HR and administrative experience or first-level university degree with 3 years of relevant experience.
• Experience with computers and office software packages (MS Word, Excel) and web-based management systems.
• Experience in the UN System or NGOs is an asset.
• Experience with ERP Systems (SAP, Peoplesoft, Oracle, Quantum) is an asset.

Languages:

• Fluency in English and Arabic is required.

Required Competencies

Values:

• Exemplifying integrity.
• Demonstrating commitment to UNFPA and the UN system.
• Embracing cultural diversity.
• Embracing change.

Core Competencies:

• Achieving results.
• Being accountable.
• Developing and applying professional expertise/business acumen.
• Thinking analytically and strategically.
• Working in teams/managing ourselves and our relationships.

Functional Competencies:

• Job Knowledge/Technical Expertise.
• Aligning HR management with the organization’s strategic direction.
• Attracting and developing the global workforce.
• Addressing staff rights and needs.
• Managing information and workflow.
• Client orientation.

Compensation and Benefits

This position offers an attractive remuneration package, including a competitive net salary plus health insurance and other applicable benefits.

UNFPA Work Environment

UNFPA promotes a work environment reflecting values of gender equality, diversity, integrity, and work-life balance. We encourage applications from women, LGBTQIA+ individuals, ethnic minorities, indigenous populations, persons with disabilities, and other underrepresented groups. UNFPA is committed to equal opportunities in appointment, training, compensation, and selection, regardless of personal characteristics.

Disclaimer

Selection and appointment are subject to background checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any application, processing, training, or interviewing fees and does not request bank account information from applicants

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