The Position:
The Administrative and HR Associate is located in Country Office (CO) in the Philippines and reports to the International Operations Manager.ย
The Administrative and HR Associate delivers quality services in HR and administration to internal and external clients in compliance with established rules, guidelines, processes and procedures, and takes a client-oriented and result-focused approach when providing human resource management related guidance to both Country Office (CO) and UNFPA supported projects.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.ย UNFPAโs strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to โbuild forward betterโ, while addressing the negative impacts of the Covid-19 pandemic on womenโs and girlsโ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.ย
In the Philippines, UNFPA is implementing its five-year 9th Country Programme 2024- 2028. The 9th CP is tightly aligned with the mid- and long-term development goals of the Philippines and Ambisyon Natin 2040, as well as the global Agenda 2030 including the Sustainable Development Goals (SDGs).
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
The Administrative and HR Associate reports directly to the International Operations Manager and collaborates closely with the operations and programme staff in the Country Office. S/he may supervise assigned staff.ย ย
You would be responsible for:
Strategic Management of Human Resources:ย
The Administrative and HR Associate plays a key role in ensuring effective human resource and administrative services in support of the UNFPA Philippines Country Office. In coordination with the Senior Management Team (SMT) and supervisor, the incumbent will lead the development and implementation of the various components of the Country Office HR Strategy to ensure that the human resource framework, systems, and practices effectively contribute to the achievement of results under the Country Programme. HR Planning & Advisory Support: Support the identification of HR needs in line with Annual Work Plans; Ensure compliance and integrity of UNFPA HR policies, procedures, and practices; Provide guidance on UN/UNFPA personnel rules, Quantum HR modules, and administrative procedures; Represent UNFPA in One UN HR Working Group to include leading HR initiatives on behalf of the UN.ย Provide information, technical advice and guidance on all aspects of human resources including recruitment and contracting, performance management, learning and development, employee relations, HR processes and procedures in relation to UNFPA business practices; liaising and advising on best practices as necessary in-house as well as with external stakeholders. Recruitment, Staffing & Onboarding: Coordinate staffing and recruitment processes, ensuring adherence to UNFPA standard, including the establishment of pre-qualified rosters; Administer personnel actions (contracts, visas, benefits, entitlements, home leave, etc.); Advise managers on contracting modalities and HR policies; Conduct onboarding and briefings for newly recruited staff. Organize proper on-boarding and induction of new staff.ย HR Administration & Records Management: Maintain accurate and confidential personnel records and files; Oversee attendance, leave, and record management systems; Develop and maintain tools to monitor personnel activities and support CO operations. Prepare HR reports and draft responses to related inquiries. Performance & Learning: Coordinate the Career and Performance Management (CPM) cycle and follow-up actions; Support staff learning and development initiatives and maintain the Office Learning Plan. Compliance, Audit & Capacity Building: Contribute to the preparation and monitoring of the Office Management Plan (OMP). Ensure timely response to audit recommendations related to HR. Build staff and partner capacity on HR management and procedures. Keep Country Office personnel abreast of latest developments in policies and procedures and all HR activity as this relates to the Country Office including regular reporting of HR activities. Promote local capacity building in human resources.ย Design and develop curricula and materials for HR trainings and conduct the necessary training.ยย
Hiring and Management of Individual Consultants:
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Security Management:
As the backstop of focal point for staff in terms of security measures, support the IOM in ensuring MOSS and RSM compliance with regards to UNFPA CO staff and project personnel in the Philippines . Ensure the fulfilment of all reporting requirements pertaining to MOSS (e.g. visitors on official mission to Philippines ) in a timely and accurate manner. Support IOM to ensure that relevant communication equipment is available to essential staff and in working condition for use as and when necessary for business continuity. Follow up when staff do no respond to call signs. Maintain staff lists and ensure that these are kept up to date and sent to UNDSS every 5thย day of the month. Ensure that staff are assigned ID cards after contract renewal. Liaise with UNDSS on all relevant security matters.ยAdministrative Support:
Ensure the timely completion of all human resources administrative requirements. Follow up with all staff to ensure timely completion and update of mandatory courses / their learning plans and maintain appropriate records of this. Fulfil Quantum functions relating to human resources.ย Coordinate and manage UNFPA vehicles mattersยย
Other:
When appropriate, undertake other related duties assigned by the supervisor and/or Representative.ย Establish solid network with HR colleagues within the UN system in Philippines , the UNFPA regional offices and other country offices. Establish and maintain professional contact with DHR staff at every level to advise and coordinate the HR needs of CO and projects. Develop efficient working relationship with internal partners and external stakeholders, including technical experts, UN agencies, NGOs and Governments. Carry out any other duties as may be required by UNFPA leadership.Qualifications and Experience:ย
Education:ย ย
Completed Secondary Level Education required.ย First level university degree or higher in Human Resources Management, Business or Public Administration, international development studies, or similar discipline highly desirable.
Knowledge and Experience:ย
Minimum 7 yearsโ related work experience in administration, human resources or office management, is required. Familiarity with UN Personnel and administrative procedures and the ability to interpret administrative and personnel rules, regulations and procedures and explain them clearly and concisely is desirable. Proven experience and track record in successfully managing and implementing HR policies, processes and systems in development organizations is required. Experience in working in team and leading people is highly desirable. Excellent working knowledge of MS Office, ERP (e.g. PeopleSoft, Oracle, SAP and other ERP systems), E-filing system and other software applications is required.Languages:ย
Fluency in English and Filipino is required.ย Knowledge of other official UN languages is desirable.
Required Competencies:ย
Values:
Exemplifying integrity,ย Demonstrating commitment to UNFPA and the UN system,ย Embracing cultural diversity,ย Embracing changeCore Competencies:ย
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:
Implementing management systems. Business acumen and ability to multi-task and balance competing priorities. Innovation and marketing of new approaches. Pro-activeness and client orientation. Organizational awareness. Job knowledge/technical expertiseย ยManagerial Competencies (if applicable):
Providing strategic focus, Engaging in internal/external partners and stakeholders, Leading, developing and empowering people, creating a culture of performance Making decisions and exercising judgmentUNFPA Work Environment:
UNFPA provides a work environment that reflects the values of equality, diversity, integrity, and healthy work life balance. We are committed to ensuring gender parity and therefore encourage women to apply. Individuals from minority groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply.
Appointment, Compensation and Benefits:
The initial fixed-term appointment of a staff member shall be for a period of one year. A fixed-term appointment may be renewed, subject to satisfactory service. A fixed-term appointment does not carry any expectancy, legal or otherwise, of renewal or conversion, irrespective of the length of service.ย
UNFPA offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
Disclaimer:ย
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
Persons applying to positions in the Professional and higher categories who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.ย ย ย