Administrative and HR Associate

The Administrative and HR Associate at UNU-INWEH provides transparent and efficient HR, finance, and administrative services. The role includes HR support, finance and procurement assistance, and general administrative duties under the supervision of the Administrative and Finance Officer.

Responsibilities

• Provides HR administrative services and support in recruitment, onboarding, benefits, and entitlements in accordance with UNU Personnel Policy, UN Staff Regulations and Rules, UNU HR policies and procedures.
• Supports end to end recruitment and selection processes including job description preparation, vacancy announcements, screening, interview coordination, candidate correspondence, onboarding, contract issuance and extensions.
• Monitors integrity of HR and financial management processes.
• Prepares and maintains personnel files ensuring confidentiality and accuracy.
• Contributes to positive candidate experience through timely and appropriate communications.
• Serves as HR leave monitor, trains personnel on absence management module, assists personnel with leave questions, and provides attendance-related reports.
• Monitors completion of mandatory courses.
• Maintains assigned information and knowledge products on SharePoint.
• Provides support in managing insurance enrolment requests for non-PSA and records management.
• Assists supplier management process including coordination with vendors and internal stakeholders ensuring documentation is complete and accurate.
• Assists with supplier registration, verification of documents, updates to supplier records and follow-up on requests.
• Assists with accounting and procurement activities in Quantum including accounts payable/receivable, billing, requisition and purchase order creation, processing receipts and payments, and support for month/year end closures.
• Assists with processing travel requests and claims in UNALL and QUANTUM systems.
• Ensures accuracy and completeness of supporting documents and maintains electronic records.
• Performs administrative duties related to the Office of the Director, Finance, HR, office administration, and calendar management as assigned.
• Supports visa application processes for staff, visitors, and guests.
• Performs other duties as assigned by supervisor.

Requirements

• Bachelor's Degree in Human Resources, Business Administration, Accounting, Finance, Economics, or other areas of social sciences and fields related to the position responsibilities or/and the institute’s area of work
• 3 years of post-Bachelor's degree experience or 5 years of post-high school experience in support function of human resources, finance, and/or administration is required.
• Ability to cover all areas of human resources from recruitment and onboarding to performance management, training, and career development through to leave monitoring and separation.
• Knowledge of HR policies and their application in the employment life cycle.
• Experience in processing payments and financial processes.
• Experience in processing travel requests and travel cost reimbursements would be desirable.
• Experience in procurement and vendor registration and management would be desirable.
• Ability to deliver solutions-oriented client service that meets the needs of the clients.
• Attention to detail, process oriented and mastery of current office software.
• Organizational skills and ability to take initiative, prioritize and deliver results in a fast-paced environment.
• Proven ability to handle sensitive and confidential information.
• Knowledge of an Enterprise Resource Planning (ERP) system, preferably QUANTUM (UNU's ERP system), would be an asset
• UN working experience is desirable.
• Excellent team player with strong communication and interpersonal skills, and ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Fluency in English (written and spoken).
• Knowledge of another UN official working language is an asset.

Skills

• Human Resources Management
• Recruitment and onboarding
• Performance Management
• Training and Career Development
• Leave Monitoring
• Separation Processes
• HR Policies and Procedures
• Payment Processing
• Financial Processes
• Travel Request Processing
• Travel Cost Reimbursement
• Procurement Management
• Vendor Registration
• Client Service Delivery
• Office Software Proficiency
• Organizational Skills
• Confidential Information Handling
• Enterprise Resource Planning
• QUANTUM ERP
• Administrative Support
• Financial Assistance

Languages

English