Administrative & Human Resources Associate at United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA)

OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort.We are recruiting to fill the position below:Job Title: Administrative & Human Resources Associate    Job ID: 7353Location: Abuja, NigeriaGrade: SB3Vacancy Type: Service Contract (SC)Contract Duration: Initial duration of 9 monthsBackgroundUnder the guidance and supervision of the Administrative & Finance Officer, the Administrative & Human Resources Associate provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative & Human Resources Associate promotes a client, quality and results-oriented approach.The Administrative & Human Resources Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service deliveryDuties and ResponsibilitiesSummary of Key Functions: Implementation of operational strategiesSupport to effective and efficient functioning of the administrative unitSupport to administrative and Human Resources servicesSupport to the office all the staff travels in OCHA online systemSupport to knowledge building and knowledge sharing1.) Ensures implementation of operational strategies, focusing on achievement of the following results:Full compliance of administrative activities with UN/UNOCHA rules, regulations, policies and strategies.Provision of inputs to preparation of administrative team results-oriented workplans.Ensure that all human resources systems and processes, including local staff recruitment, monitoring of personnel, performance evaluations, staff development, leave, compensation and benefits, separation process, etc. are managed and monitored efficiently as per UNOCHA staff rules2.) Ensures effective and efficient functioning of Human Resources unit, focusing on achievement of the following results:Ensure that all employees are aware of existing policies and procedures and abide by those policies;Assist the Admin & Fin Officer to implement human resources policies, procedures and initiatives , provide feedback and expertise to human resources functions in the development  and deployment of policies and procedures ,and brief staff on new policies when they are introduced;Ensure human resources related operations manuals are kept up to date and accurateRecord and maintain the strict confidentiality of all staff personnel activities and issuesIncluding employment documents, evaluations, exit interviews, disciplinary procedures,  etc.Maintains the attendance records of all staff at the office; assists all staff for the submission of leave requests.Assists the Administrative & Finance Officer for recruitment process and other HR related tasks.3.) Ensures effective administrative travel support, focusing on achievement of the following results:Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for identity cards and other documents.Administrative support to conferences, workshops, retreats if neededCollection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.Assistance in the preparation of travel budget, provision of information for audit.Support to all staff for submission of travel request, travel claims in OCHA online systemSupport as a backup person for Low Value Procurement4.) Provides support to office maintenance and assets management, focusing on achievement of the following results:Maintenance of records on assets management, preparation of reports.Maintenance of files and records relevant to office maintenanceProvision of support to maintenance of common premises and common services5.) Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:Participation in the training for the operations/projects staff on administration.Sound contributions to knowledge networks and communities of practice.6.) Performs any other tasks assigned by the supervisor and/or the Head of Office. Impact of ResultsThe key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNOCHA as an effective contributor to the development of the country.CompetenciesFunctional Competencies:Building Strategic Partnerships:Maintaining information and databasesInalyzes general information and selects materials in support of partnership building initiativesPromoting Organizational Learning and Knowledge Sharing:Basic research and analysisResearches best practices and poses new, more effective ways of doing thingsJob Knowledge/Technical Expertise: Fundamental knowledge of processes, methods and proceduresUnderstands the main processes and methods of work regarding to the positionPossesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasksDemonstrates good knowledge of information technology and applies it in work assignmentsPromoting Organizational Change and Development:Presentation of information on best practices in organizational changeDemonstrates ability to identify problems and proposes solutionsDesign and Implementation of Management Systems:Data gathering and implementation of management systemsUses information/databases/other management systemsClient Orientation:Maintains effective client relationshipsReports to internal and external clients in a timely and appropriate fashionOrganizes and prioritizes work schedule to meet client needs and deadlinesResponds to client needs promptlyPromoting Accountability and Results-Based Management:Gathering and disseminating informationGathers and disseminates information on best practice in accountability and results-based management systemsCore Competencies:Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgmentSelf-development, initiative-takingActing as a team player and facilitating team workFacilitating and encouraging open communication in the team, communicating effectivelyCreating synergies through self-controlManaging conflictLearning and sharing knowledge and encourage the learning of others.Informed and transparent decision making 

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