Administrative & HR Associate

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Description

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The Administrative and HR Associate provides support for the effective implementation of a wide range of administrative and HR functions for all categories of office staff, ensuring accurate and timely reporting, in accordance with company rules and procedures. UNICEF. The position is placed under the direct supervision of the Human Resources Manager, and functional supervision of the Administration Manager.

Key Responsibilities and Tasks:

Human ressources

• Write vacancy announcements for positions within his/her office for review by the supervisor to help attract ideal candidates.
• Liaise with candidates at different stages of the recruitment process.
• Coordinate the scheduling of interviews and technical assessments.
• Prepare formal notification, offer and regret letters.
• Record and maintain recruitment files, ensuring all necessary documents have been prepared.
• Follow the recruitment process cycle to inform the supervisor when necessary.
• Monitor the implementation of initiatives aimed at promoting staff well-being and staff recognition programs.
• Assist internal clients in the use of HR systems such as talent management, AGORA and ACHIEVE.
• In consultation with supervisor, research and analyze data and information to help identify training needs within the office for the development of learning plans and other targeted training interventions.
• In consultation with the supervisor, research, analyze, verify and compile information on available external trainees and educational institutions to help the supervisor decide on learning programs that fill the country office’s learning gaps.
• Assist the team in organizing and leading trainings, workshops and events by participating in exercises aimed at building stakeholder capacity and organizing the distribution of materials for participants, ensuring availability of training locations and required equipment and supplies, while providing logistical and secretarial support to staff, workshops and events as necessary.

Supply

• Maintain up-to-date lists of suppliers and consultants.

Communications and Workflow

• Establish and maintain office filing and referencing systems, both traditional and digital; and ensure that inter/intranet sites are up to date and accurate.

Journey

• Provide travel assistance to staff members with travel arrangements and entitlements based on organizational rules and policies. Liaise with relevant travel focal points to ensure the organization obtains the best service and price for all travel.
• Inform and debrief staff members on related administrative matters such as visas, security clearances and documentation procedures.
• Extract, enter, maintain and verify the accuracy of travel records in the organization’s travel system to ensure accurate transactions related to travel expenses and staff travel.
• Track travel certifications and report to stakeholders.

Supplies/equipment

• Take responsibility for managing office equipment and updating item inventory.
• Ensure that services and maintenance of premises comply with organizational standards.

Presence

• Operate and update the system that tracks staff absences.

To qualify as an advocate for every child, you should have:

Education :

• Secondary school diploma, preferably supplemented by technical or university training related to the field of work.

Experience :

• At least 6 years of professional experience required in human resources management and/or administration, at progressive levels of responsibility.

Language

• Fluency in English and French is required. Knowledge of another official UN language or the local language of the duty station is considered an asset.

Source: https://jobs.unicef.org/en-us/job/571446/administrative-hr-associate-ta-6-months-gs6-brazzavillecongo-128316

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