Human Resources Associate - NPSA 6 at UN Women

Scope of Work

Administer and implement HR strategies and policies 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;
• Facilitate responses to audit findings recommendations and prepare written response to queries concerning HR related matters. 

Provide HR administrative and logistical services in full compliance with UN Women rules, regulations, and HR policies and guidelines:

• Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements;
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Quantum system for Somalia Country Programme;
• Assume overall responsibility for leave management; record management for Somalia Country Programme;
• Create/update entries of suppliers, PO and Receipts in Quantum system;
• Generate a variety of standard and non-standard statistical and other reports from various databases;
• Implement staff well-being initiatives, ensuring open and transparent communication on all related matters;
• Coordinate  onboarding and Protocol process of new personnel, including induction schedule, documentation, system access, office orientation, security briefing and other administrative arrangements in coordination with relevant teams; 
• Support offboarding processes, including staff checkouts, handover, final leave reconciliation for Somalia, return of assets, exit survey, and separation documentation. 
• Assist in organizing staff meetings, retreats and internal communication activities;
• Support staff surveys and follow-up actions, as required.

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 recruitment recommendations/supporting documentation for the Central Review Board (CRB);
• Prepare position establishment for Somalia Programme Office, and for other units as necessary, liaise with headquarters and assure that action is completed;
• Provide advice to local recruitment in programmes/projects;
• Track and prepare periodic recruitment status updates and management reports;
• Ensure systematic filing, record‑keeping, and archiving of recruitment documentation in line with records management, audit, and data protection requirements.
• Support audit readiness by ensuring that HR files are complete, properly maintained, and accessible for review;
• Assist in collecting HR documentation required for internal and external audits; 
• Maintain trackers for HR-related audit recommendations, management responses, action plans, and implementation status; 
• Support periodic self-checks of HR files to confirm compliance with policies, recruitment procedures, contract approval requirements, and documentation standards;
• Support documentation of exceptions, waivers, justifications, and approvals, where applicable;
• Contribute to strengthening HR internal controls and risk mitigation measures.

Compliance and Internal Control Support for Somalia Country Office:

• Support audit readiness by ensuring that HR files are complete, properly maintained, and accessible for review;
• Assist in collecting HR documentation required for internal and external audits; 
• Maintain trackers for HR-related audit recommendations, management responses, action plans, and implementation status; 
• Support periodic self-checks of HR files to confirm compliance with policies, recruitment procedures, contract approval requirements, and documentation standards;
• Support documentation of exceptions, waivers, justifications, and approvals, where applicable;
• Contribute to strengthening HR internal controls and risk mitigation measures.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the organization.

Competencies:

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies:

• Strong knowledge of HR administration, processes and policies;
• Ability to administer and execute administrative processes and transactions;
• Ability to handle information of a confidential nature;
• Ability to provide inputs to business processes re-engineering, implementation of new systems;
• Good quantitative skills; ability to produce reports;
• Strong IT skills.

Minimum Qualifications

Education and Certification:

• Completion of secondary education is required;
• Bachelor’s degree in Human Resources Management, Business Administration, Public Administration, Social Sciences, Psychology, or a related field is desirable.

Experience:

• At least 6 years of progressively responsible experience in human resources, administration, recruitment, personnel administration or operations support with secondary education, or 3 years with a bachelor’s degree, is required; 
• Experience in contract administration, recruitment support, onboarding, staff/personnel administration, HR records management and staff support is required; 
• Experience supporting audit documentation, compliance tracking, internal controls or HR reporting is desirable; 
• Experience in the use of computers and office software packages, including MS Word, Excel and database systems, is required; 
• Experience in the use of web-based management systems or ERP systems, preferably Oracle Cloud/Quantum, is desirable; 
• Experience in the UN system or an international organization is an asset.

Languages:

• Fluency in English is required.