UN Women: Human Resources Associate, Panama City, Panama, NPPSA-6

Description

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.

In the Americas & Caribbean Region, UN Women has a Regional Office (RO) based in Panama City, 10 Country Offices, one Multi Country Office covering 22 islands and territories in the Caribbean based in Barbados, and programmatic presence in 9 countries throughout the region. In addition, the Regional Office provides support to the governments, civil society, and UN system as a nonresident agency in countries with no UN Women presence.

Under the supervision of the Regional HR Business Partner and in close collaboration with the HR Team, the Human Resource (HR) Associate is responsible for administrative and logistical support related to the recruitment and placement, administration of benefits and entitlements of staff and local external contractors, other administration issues and separation of personnel.

Scope of work :

1.Administer and implement HR strategies and policies in RO in full compliance with UN Women rules, regulations, and HR policies and guidelines: 

• Provide general, standard information to the management and staff on HR strategies, rules and regulations; 
• Identify ways in which the administrative needs can be met within existing policies; interpret processes and procedures, anticipate and manage operational requirements; 
• Prepare written response to queries concerning HR related matters

2.Provide HR administrative and logistical services to RO and the 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 support and 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.

3. 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;
• Administer the consultancy contracts portfolio of the Regional Office and NRAs as well as provide advice to the region on the administration of consultancy contracts;
• Provide advice to local recruitment in programmes/projects when necessary. 
• For non-affiliate personnel (consultants, PPSA, UNV, interns) recruitment review documentation received from hiring units and proceed with actions needed for contract issuance, extension and administration

4.Provide administrative support to staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines:

• Monitor compliance with the performance appraisal review in the RO and the region and staff learning and development;
• Support the facilitation and preparation of learning plan and individual learning plans in consultation with the HR Business Partner

5.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

6. Maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines:

• 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.

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

Supervisory/Managerial Responsibilities: 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 with high attention to details; 
• Ability to handle information of a confidential nature and communicate with tact and diplomacy. 
• Ability to provide inputs to business processes re-engineering, implementation of new systems; 
• Ability to support implementation of HR initiatives and administer different contractual modalities;
• Good quantitative skills; ability to produce reports; 

Education and Certification:

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

Experience :

• At least 6 years of relevant experience in office administration and/or human resource management; 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling web-based management system are required; 
• Working experience in the UN System, embassies or NGO is desirable;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, Atlas or Quantum is desirable.  

Languages:

• Fluency in English and Spanish is required;
• Working knowledge of French and/or Portuguese is desirable;
• Knowledge of another official UN language is desirable. 

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.)

Other requirements:

The person to be hired must be a Panamanian citizen (natural or legal), or foreigner with permanent legal residence or valid work permit to remain and work in Panama for the duration of the contract.

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.