Human Resources Assistant, Operations Support

The Human Resources Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The role involves contract management, procurement support, logistical arrangements, and administrative support to HR services including recruitment and internship programmes.

Responsibilities

• Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies.
• Support contract management including e-requisitions and purchase orders for consultants/contractors.
• Provide administrative support to conferences, workshops, and retreats.
• Monitor and maintain office stationery supplies and stock list.
• Support preparation of procurement plans and procurement processes.
• Arrange travel and logistics for the HR team.
• Coordinate logistics for meetings and events ensuring efficiency and budget compliance.
• Maintain filing system ensuring safekeeping of confidential materials.
• Utilize specialized software or tools for data entry, report generation, or document preparation.
• Generate procurement related reports and draft responses to queries.
• Source Purchase Orders for consultants and interns.
• Support administration and implementation of HR strategies and policies related to affiliate personnel and contract modalities.
• Prepare and process standard contracts, extensions and renewals for consultants.
• Coordinate with hiring units, HR and Finance to ensure timely contract issuance.
• Maintain contract trackers and records.
• Draft responses to routine queries on contract administration.
• Provide administrative support to recruitment and selection of affiliate personnel.
• Provide administrative and policy support for the Internship and Fellowship Programme.
• Review and clear terms of reference and selection packages for Interns and Fellows.
• Maintain staffing lists and reports.
• Perform Leave Monitor duties.
• Perform other duties within functional profile as necessary.

Requirements

• Completion of secondary education is required.
• Bachelor’s degree in Business Administration or related fields is desirable.
• At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.
• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Skills

• Administrative Support
• Contract Management
• Procurement Support
• Logistics Coordination
• Recruitment Support
• Internship Programme Support
• Office Software Usage
• MS Word
• Excel
• ERP Systems
• Oracle Cloud

Languages

English