UN Human Resources / Admin Analyst Job Opportunity – United Nations Population Fund (UNFPA)
Job Title: Human Resources/Admin Analyst
Organization: United Nations Population Fund (UNFPA)
Duty Station: Kampala, Uganda
Reports to: International Operations Manager
About UNFPA:
UNFPA, the United Nations Population Fund, is the lead UN agency for delivering a world where every pregnancy is wanted, every birth is safe, and every young person’s potential is fulfilled. UNFPA expands the possibilities for women and young people to lead healthy and productive lives. Since UNFPA started working in 1969, the number – and rate – of women dying from complications of pregnancy or childbirth has been halved. Families are smaller and healthier. Young people are more connected and empowered than ever before.
Job Summary: The Human Resources and Administrative Analyst ensures effective delivery of HR and Administrative services in the Uganda Country Office (CO). The HR and Administrative Analyst interprets and applies HR and Administrative policies, rules and regulations, implements internal procedures and provides solutions to a wide spectrum of complex HR and Administrative issues. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO and UNFPA-Integrated Field Support Presence / projects. S/he supervises clerical and support staff. The HR and Administrative Analyst delivers quality services in HR, administration and finance to internal and external clients mastering all relevant rules, guidelines, processes and procedures.
Key Duties and Responsibilities:
Provides support to the implementation of HR strategies and policies focusing on achievement of the following results:
- Ensure full compliance of HR recording and reporting systems in line with UNFPA rules and regulations in coordination with senior management of the CO, UNFPA Headquarters and UNDP Country Office
- Review policy changes from headquarters, and brief the senior management on the feasibility and appropriateness to local conditions
- Implement an effective internal control mechanisms and proper functioning of the HR management system
- Map CO HR business processes and elaborate on the content of internal Standard Operating Procedures in HR management
- Provide advice and information on corporate strategies, changes in personnel rules, contractual modalities, entitlements and change management processes
- Ensures an effective administrative system in country office focusing on achievement of the following results:
- Adapts processes and procedures, anticipates and manages operational requirements of programme/ project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours, and other programme and project-related events to facilitate programme/ project delivery.
- Prepares and monitors the administrative budget and ensures financial transactions are in accordance with UNFPA financial rules and procedures. Proposes procedures to improve internal controls and efficiency and respond to audit issues.
- Implements corporate systems and applications in support of the management of management of assets, security, and human resource management and country office operations, creates systems and mechanisms for effective management of UNFPA resources, and advises and trains project staff.
- Implement corporate systems to improve the procurement processes for the office and Integrated Field Support in procuring project equipment, supplies and services; recommends procurement decisions for management’s consideration. Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and ensure an up-to-date inventory and records of assets/file.
- Reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.
- Organization and coordination of comprehensive and interim local salary, hardship and place-to-place surveys in coordination with the supervisor.
Provides support to human resources management focusing on achievement of the following results:
- Organize and implement recruitment processes for staff, including drafting job description, provision of input to job classification process, preparation of vacancy announcement and advertisement, screening of candidates, participation in interview panel and preparation of its proceedings/minutes, and preparation of recommendations to senior management on each recruitment case
- Prepare required recruitment submissions to the Compliance Review Board
- In co-ordination with UNDP, determine the entitlements of national staff in accordance with UNFPA policies and procedures; prepare their contracts and related documents for the newly recruited staff (Fixed-Term and Service Contracts)
- Create/Update positions in Atlas (UNFPA global HR system); link positions to COA and update COA information; set up vendor; perform the functions of Admin.HR/Position Administrator and Absence Processor in Atlas; follow up timely with finance staff on Global Payroll issues
- Monitor and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas
- Maintain and update the CO staffing table and the CO organizational chart
- Maintain and update the personnel files with all required documentations
- Maintain attendance and leave records
- Follow up on all national staff contractual status and ensure appropriate and timely actions for renewals of contracts, promotions, within-grade increments, and performance evaluations
- Ensure job descriptions for all posts are up-to-date, properly recorded and duly classified
- Undertake visits to sub-offices to provide personnel service training and support supervision to establish and/or review systems and procedures for compliance with policies and procedures; and prepares reports and recommendations
- Maintain and update roster of qualified candidates by skills/functional areas for long and short-term assignments
- Prepare contracts for consultants, in consultation with related program staff and ensure all requirements and supporting documentation are on files, and captured in the consultants monitoring tool; liaise with the program staff on the implementation of and payment for the consultancy contracts and ensure evaluation reports are finalized in ATLAS at the end of the consultancy
- Prepare routine correspondence and special reports as required on general administration or specialized tasks that may be of a confidential nature within the area of HR responsibility
- Liaise with other UN resident agencies in the implementation of the UN caring for us policy
- Liaise with CO security focal point and UN security advisor on issues related to staff security
Provides support to proper staff performance management and career development focusing on achievement of the following results:
- Facilitate and monitor the performance appraisal processes and maintenance of the related documents on files
- Monitor potential staff relations or personnel problem areas and keep senior management informed of situations and recommends courses of action
- Provide on-going counselling on HR issues to all categories of staff
- Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Participate in preparation of the office Training Plan and support staff in developing individual learning plans in consultation with the senior management and supervisors
- Arrange and prepare induction/briefing material and provide briefing and orientation to the newly recruited staff on personnel and administrative procedures and requirements (payments, opening of bank accounts, and the like)
- Organize training sessions on HR issues for all staff; advise and inform all staff on the correct application and interpretation of UNFPA personnel policies and procedures
- Organize annual staff retreat
- Synthesize and document lessons learnt and best practices in HR
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations UNFPA Human Resources/Admin Analyst job opportunity should hold a Master’s Degree or equivalent in HR, Business Administration, Public Administration or related field.
- Professional experience at the national or international level in providing Administrative/Finance and HR advisory services and/or managing staff and operational systems an advantage.
- Previous experience in the usage of computers and office software packages (MS Word, PowerPoint, Excel, etc) and experience in handling of web based management systems and a good command in Atlas is an asset
- Extensive knowledge and understanding of the UN system in general and especially UNFPA mandate, its policies and operations and current development topics and political issues in Uganda an added advantage.
- Language: Excellent oral and written communications and editing skills in English; Fluency in national language of the duty station and Knowledge in other UN languages is an asset.
Functional Competencies:
Knowledge Management and Learning
- Shares knowledge and experience and contributes to UNFPA practice areas
- Develops deep understanding in HR Management
- Promotes a learning environment in the office
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to provide analytical inputs to strategic planning, results-based management and reporting
- Ability to lead recruitment, contracts management, performance appraisal, career development management, , maintain high staff morale
- Ability to make the analysis of requirements and parameters provided in support of HR processes in the CO
- Strong IT skills, knowledge of Atlas is required
- Ability to implement new systems (business side) and affect staff behavioral/ attitudinal change
Management and Leadership:
- Focuses on impact and result for the client
- Leads teams effectively and shows conflict resolution skills
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates strong oral and written communication skills
- Remains calm, in control and good humored even under pressure
- Demonstrates openness to change and ability to manage complexities
- Responds positively to critical feedback
- Solicits feedback from staff about the impact of his/her own behavior
N.B: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
How to Apply:
All interested applicants who wish to join the United Nations Population Fund (UNFPA) in the aforementioned capacity are encouraged to click on the link below and follow the application instructions after reviewing the job details.
Deadline: 28th June 2018
: List of Current Job Vacancies / Opportunities in Uganda