Job Title: Human Resources and Administrative Assistant
Organization: united Nations Volunteers (UNV)
Host entity: UN Women
Assignment country: Türkiye
Expected start date: 01/09/2023
Sustainable Development Goal: 5. Gender equality
Volunteer category: National UN Volunteer Specialist
Type: Onsite
Duration: 12 months (with possibility of extension)
Number of assignments: 1
Duty stations: Istanbul
Details
Mission and objectives
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.
Context
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. The National UNV will
report to the UN Women Europe and Central Asia Regional Office as follows: •
Operations matters: ECARO Operations Manager (OM) • HR Matters: ECA HR Business
Partner (HRBP) This will be for general guidance and supervision and is the
individual will be responsible for providing a variety of technical administrative
support for ensuring the smooth implementation of operational activities of the
office details of which are provided in the below section. HR supports
recruitment processes and filing to ensure that the Operations Department of
the receives the correct technical admin support to ensure that all documents
are processed, filed and archived in-line with UN Women’s policy. Within this
context, UN Women will recruit this Assistant to support the Operations
Manager/HR Unit and Operations team in the business processes,
reviewing/reorganization and filing of documentation. The overall hiring
manager responsible for management of this contract will be the ECARO
Operations Manager.
Task description
Under the direct supervision of the ECA Operations Manager
and HRBP, the National UNV will be responsible for the following tasks: HR
Support • Drafting terms of references of individual consultants and staff by
gathering inputs from the project teams; • Support Operations staff in
administrative activities relating to the selection process of personnel; •
Coordinating the recruitment process under the supervision of HRBP and relevant
Project Team; • Note taking during the panels and preparation of interview
panel reports; • Supporting the communication process with candidates during
the whole recruitment process; • Compiling all the documents for review of the
HR Team/Manager for submission; • Support in HR services relating to internship
programme and act as the Intern Focal Point for the region • Conduct inductions
for the Interns in RO. • Support monitoring and filing of HR Learnings ; act as
the focal point for the UN Women mandatory courses compliance for the RO and
COs • Supporting HR Communications and Updating Databases: Drafting Weekly
Internal HR Updates, sharing international vacancy announcements regularly,
ensuring the ECARO and HQ Vacancy Tracker Tables (Recruitment Matrixes) are up
to date • Support in arranging bi-monthly regional HR Meetings and other HR
webinars, taking notes and action points during the meetings. • Posting vacancy
announcements for ECA Regional Office • Updating and submitting the Personnel
Validation List through OneApp on monthly basis. Support on Consultants
selection (SSAs) • Drafting of recruitment documents such as desk review
reports; SSA recruitment request forms; contract amendments etc. • Support
revision of SSA contract submissions and draft contract templates when needed.
Regularly update the tracking system to be set up to ensure proper filing of IC
Contracts and to follow up amendments of the contracts. • Supporting
longlisting, shortlisting, written test, and validation interview processes. •
Compiling all the documents for review and approvals of the Operations Manager
and the Regional Director • Support monitoring and filing of SSA contracts. •
Support with the submission of PRC cases • Follow up with SSA payments:
solicitating required documentation, submitting payment requests to the
respective Quantum focal points. • Providing training to newcomers on SSA policy
and procedures Admin Support • Arrange the logistics of the RO’s meetings,
including booking conference rooms, arranging catering, and facilitating
building access for meeting participants; · • Finalize memoranda, list of
participants; and send letters of invitation and other documents; · • Attend
meetings, prepare minutes, and monitor follow up activities. • Setting up and
maintenance of a filing system for HR and Operations documentation of the
office. • Support of the administrative activities relating to office
procurement; drafting of terms of references, implementing the correct
solicitation method by preparing the template forms, review of documents,
communicating with vendors etc if needed. • Carry out Buyer role in Quantum.
Duration of this assignment is proposed for one year from September 2023 to
August 2024.
Eligibility criteria
Age
27 - 80
Nationality
Candidate must be a national or legal resident of the
country of assignment.
Requirements
Required experience
3 years of experience in administration support,
procurement, HR, or logistic support service is required • Experience in
Administration, Procurement and HR, preferably within the UN system •
Experience in the usage of computers and office software packages (MS Word,
Excel, etc.) is required. • Knowledge in UN processes, policy and procedures is
an asset • Knowledge of UN Operations business processes an advantage •
Excellent oral and written skills; excellent drafting, formulation, reporting
skills; • Accuracy and professionalism in document production and editing; •
Excellent interpersonal skills; culturally and socially sensitive; ability to
work inclusively and collaboratively with a range of partners, including
grassroots community members, religious and youth organizations, and
authorities at different levels; familiarity with tools and approaches of
communications for development; • Ability to work and adapt professionally and
effectively in a challenging environment; ability to work effectively in a
multicultural team of international and national personnel; • Solid overall
computer literacy, including proficiency in various Microsoft Office applications
(Excel, Word, among others), email, and internet; familiarity with database
management; and office technology equipment; • Self-motivated, ability to work
with minimum supervision; ability to work with tight deadlines; • Sound
security awareness; • Have affinity with or interest in gender equality,
volunteerism as a mechanism for durable development, and the UN system.
Area(s) of expertise
Administration, Human resources, Procurement and contracting
Driving license
-
Languages
English, Level: Fluent, Required Turkish, Level: Fluent,
Required
Required education level
Bachelor degree or equivalent in Business Administration,
Human Resources, Social Sciences or other relevant subjects is required.
Competencies and values
Core Values: • Respect for Diversity • Integrity •
Professionalism Core Competencies: • Awareness and Sensitivity Regarding Gender
Issues • Accountability • Creative Problem Solving • Effective Communication •
Inclusive Collaboration Functional Competencies • Ability to administer
administrative processes and transactions; • Ability to perform work of
confidential nature and handle a large volume of work; • Good knowledge of administrative
rules and regulations; • Ability to perform HR related tasks
Other information
Living conditions and remarks
UNV Entitlements in a Nutshell for National UN Volunteer
(Specialist): • Current Volunteer Living Allowance (VLA) is USD 1225. Upon demonstrated
experience in the area, additional expertise differential might be applicable.
• 100% health, life and dismemberment coverage by CIGNA. As per UN’s diplomatic
mission status, it is not included in National Security Institution’s (SGK)
system but can be initiated on private basis. • Entitlement to annual Leave at
the rate of 2.5 working days per completed month of volunteer assignment •
Entry allowance for covering relocation expenses • Exit allowance upon
completion of service • Several learning opportunities This is a full time is
assignment in UN Women Office in Istanbul. The volunteer should be either
residing in Istanbul or willing to relocate.
Inclusivity statement
United Nations Volunteers is an equal opportunity programme
that welcomes applications from qualified professionals. We are committed to
achieving diversity in terms of gender, care protected characteristics. As part
of their adherence to the values of UNV, all UN Volunteers commit themselves to
combat any form of discrimination, and to promoting respect for human rights
and individual dignity, without distinction of a person’s race, sex, gender
identity, religion, nationality, ethnic origin, sexual orientation, disability,
pregnancy, age, language, social origin or other status.
Note on Covid-19 vaccination requirements
Selected candidates for certain occupational groups may be
subject to inoculation (vaccination) requirements, including against SARS-CoV-2
(Covid-19) in line with the applicable host entity policy
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