This will be for general guidance and supervision and is the individual will be responsible for providing a variety of technical administrative support for ensuring the smooth implementation of operational activities of the office details of which are provided in the below section. HR support for recruitment processes and filing to ensure that the Operations Department of thereceives the correct technical admin short-term support to ensure that all documents are processed, filed and archived in-line with UN Women’s policy. Within this context, UN Women will recruit this consultant to support the Operations Manager/HR Unit and Operations team in the reviewing/reorganization and filing of documentation.
Duties and Responsibilities
Scope of Work and Responsibilities
Under the direct supervision of the ECA Operations Manager and HRBP, the consultant will be responsible for the following tasks:
HR Support
Drafting terms of references of individual consultants and staff by gathering inputs from the project teams;
Support Operations staff in administrative activities relating to the selection process of personnel;
Coordinating the recruitment process under the supervision of HRBP and relevant Project Team;
Note taking during the panels and preparation of interview panel reports;
Supporting the communication process with candidates during the whole recruitment process;
Compiling all the documents for review of the HR Team/Manager for submission;
Support in HR services relating to internship programme and act as Intern focal point for the region
Support monitoring and filing of HR Learnings, mandatory courses
Supporting HR Communications and Updating Databases: Drafting Internal HR Updates, sharing international vacancy announcements regularly, ensuring the ECARO and HQ Recruitment Tracking Tables (Recruitment Matrixes) are up to date
Support in arranging bi-monthly regional HR Meetings and other HR webinars, taking notes and action points during the meetings.
Posting vacancy announcements for ECA Regional office
Support on Consultants selection (SSAs)
Drafting of recruitment reports such as desk review reports; SSA recruitment forms; amendment notes etc.
Support revision of SSA contract submissions and draft contract templates when needed. Update regularly the tracking system to be set up to ensure proper filing of IC Contracts and to follow up amendments of the contracts.
Supporting longlisting, shortlisting, written test process.
Compiling all the documents for review of the Operations Manager for submission;
Support monitoring and filing of SSA contracts
Follow up with SSA payments: solicitating required documentation, creating payment requests on Global Service Tracker.
Providing training to new comers on SSA policy and procedures
Admin Support
Support RO in regular information update requests for Operations;
Support RO in the organisation and communication on Operations Training;
Setting up and maintenance of a filing system for HR and Operations documentation of the office.
Support of the administrative activities relating to office procurement; drafting of terms of references, implementing the correct solicitation method by preparing the template forms, review of documents, communicating with vendors etc.
Required Skills and Experience
Required Qualifications
Education and certification:
Master’s degree in one of the following disciplines: Business Administration or other relevant subjects is required.
Bachelor’s degree with additional 2 years experience will be acceptable.
Experience:
At least 3 year of progressively responsible experience in administration support, procurement, HR, or logistic support service is required
Experience in Procurement and HR required, preferably within the UN system
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
Knowledge in UN Women processes, policy and procedures a notable experience.
Knowledge of UN Operations business processes an advantage
