Human Resources and Executive Support Associate, Dhaka, Bangladesh
Organization: UNDP - United Nations Development Programme
City: Dhaka, Bangladesh
Office: UNDP Dhaka
Closing date: Sunday, 6 September 2020
Human Resources and Executive Support Associate (Bangledesh national only)
Advertised on behalf of : Location : Dhaka, BANGLADESH
Application Deadline : 06-Sep-20 (Midnight New York, USA)
Additional Category : Management
Type of Contract : FTA Local
Post Level : GS-6
Languages Required : English
Starting Date : (date when the selected candidate is expected to start)
Duration of Initial Contract : 1 year
Expected Duration of Assignment : 1 year extendable based on performance and budget availability
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 Bangladesh, UN Women supports the government implement their commitments to international normative standards on gender equality and women’s human rights. The Country Programme focuses on strengthening the national structures and mechanisms for gender mainstreaming in policies, plans and budgets; supporting efforts to prevent and eliminate violence against women; promoting women’s access to decent and safe work; promoting policies and government investment in women’s empowerment and resilience building in the context of climate change as well as other threats to peace and security. UN Women works with a range of stakeholders in Bangladesh including the government, civil society and women’s organisations, UN agencies and donors, to promote gender equality and women’s empowerment.
Under the technical guidance of Regional HR Business Partner and the daily supervision of the Operations Manager, the Human Resources and Executive Support Associate is responsible for administratively and logistically supporting the recruitment and placement, administration of benefits and entitlements of staff and local external contractors, other HR administration issues and separation of personnel. The Human Resources and Executive Support Associate is also responsible for providing a variety of executive administrative support to the UN Women Country Representative maintaining full confidentiality in all aspects of assignment and, in close coordination with the Country Office (CO) staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.
Duties and Responsibilities
1. Administer and implement HR strategies and policies in the CO 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 the CO in full compliance with UN Women rules, regulations, and HR policies and guidelines
Develop Induction/Orientation plan for new staff and personnel;
Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements, in coordination with UNDP;
Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas;
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;
Validate staff/personnel counting emails every month.
Facilitate staff separation process;
Act as alternative Buyer as required;
Create/update entries of vendors, PO and Receipts in ATLAS 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 interview minutes, offer, and processing the medical forms for Service Contractors;
Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB);
Prepare position establishment, liaise with headquarters and assure that action is completed;
Provide advice to local recruitment in programmes/projects when necessary.
4. Provide administrative support to staff performance management and learning and development, and maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines
Monitor compliance with FTA and SC performance evaluations in the office;
Monitor, track and support the CO in LMS mandatory courses;
Facilitate the preparation of Office learning plan and individual learning plans in consultation with the HR Business Partner
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 Atlas, association of positions to chart fields (CoAs), update of CoA information and setting up vendors.
5. Provide executive and administrative support to the UN Women Country Representative
Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings;
Arrange travel and hotel accommodations for the UN Women Country Representative; process payments;
Maintain roster of contacts;
Manage administrative files on the Country Representative’s mission travel and mission reports;
Facilitate flow of information and communication between the UN Women Country Representative and other units within or outside of UN Women;
Research files, collect information, assemble briefing materials and PowerPoint presentations for the Country Representative for meetings, missions and other key events;
organize materials to meet the Country Representative
Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct; · Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
6. Provide support to the Country Representative’s external relations activities
Facilitate the Country Representative’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
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Meet and greet officials/visitors;
Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.
7. Facilitate knowledge building and knowledge sharing globally
Organize training courses, workshops, information sessions, orientations and consultations for staff;
Provide a synthesis of lessons learnt and best practices in HR administration;
Design and maintain Intranet for BCO;
Liaise with HR headquarters in HR administration and staffing to disseminate information on a variety of HR matters.
Key Performance Indicators:
Timely and accurate HR administration
Timely and accurate organization of recruitments
Timely and accurate information provision to staff on HR administrative and benefit and entitlement issues
Up-to-date and secure databases, files and records
Timely and quality support to the Country Representative
Adherence to protocol
Respect for Diversity
Awareness and Sensitivity Regarding Gender Issues
Creative Problem Solving
Leading by Example
Excellent knowledge of HR administration, processes and policies;
Ability to administer and execute administrative processes and transactions;
Ability to handle confidential information; maintain discretion;
Ability to provide input to business processes re-engineering, implementation of new systems;
Excellent quantitative skills; ability to produce reports;
Excellent IT skills.
Required Skills and Experience
Completion of secondary education is required.
Bachelor’s degree in HR, Business or Public Administration is an asset.
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 of web based management system
Experience in using Enterprise Resources Planning (ERP) system e.g. Atlas, PeopleSoft, Oracle is an asset
Work experience with the UN system is an advantage.
Fluency in English and Bangla is required
Knowledge of the other UN official working language is an asset.
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=558. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.