Job Title: Human
Resources/Admin Analyst
Resources/Admin Analyst
Organization: United
Nations Population Fund (UNFPA)
Nations Population Fund (UNFPA)
Duty Station: Kampala,
Uganda
Uganda
Reports to: International
Operations Manager
Operations Manager
About UNFPA:
UNFPA, the United
Nations Population Fund, is the lead UN agency for delivering a world where
every pregnancy is wanted, every birth is safe, and every young person’s
potential is fulfilled. UNFPA expands the possibilities for women and young
people to lead healthy and productive lives. Since UNFPA started working in
1969, the number – and rate – of women dying from complications of pregnancy or
childbirth has been halved. Families are smaller and healthier. Young people
are more connected and empowered than ever before.
Nations Population Fund, is the lead UN agency for delivering a world where
every pregnancy is wanted, every birth is safe, and every young person’s
potential is fulfilled. UNFPA expands the possibilities for women and young
people to lead healthy and productive lives. Since UNFPA started working in
1969, the number – and rate – of women dying from complications of pregnancy or
childbirth has been halved. Families are smaller and healthier. Young people
are more connected and empowered than ever before.
Job Summary: The Human Resources and Administrative Analyst ensures effective
delivery of HR and Administrative services in the Uganda Country Office (CO).
The HR and Administrative Analyst interprets and applies HR and Administrative
policies, rules and regulations, implements internal procedures and provides
solutions to a wide spectrum of complex HR and Administrative issues. S/he
takes a client-oriented results-focused approach to interpreting the rules,
procedures and guidelines, providing support and guidance to the CO and
UNFPA-Integrated Field Support Presence / projects. S/he supervises clerical
and support staff. The HR and Administrative Analyst delivers
quality services in HR, administration and finance to internal and external
clients mastering all relevant rules, guidelines, processes and procedures.
delivery of HR and Administrative services in the Uganda Country Office (CO).
The HR and Administrative Analyst interprets and applies HR and Administrative
policies, rules and regulations, implements internal procedures and provides
solutions to a wide spectrum of complex HR and Administrative issues. S/he
takes a client-oriented results-focused approach to interpreting the rules,
procedures and guidelines, providing support and guidance to the CO and
UNFPA-Integrated Field Support Presence / projects. S/he supervises clerical
and support staff. The HR and Administrative Analyst delivers
quality services in HR, administration and finance to internal and external
clients mastering all relevant rules, guidelines, processes and procedures.
Key Duties and Responsibilities:
Provides support to the implementation of HR
strategies and policies focusing on achievement of the following results:
strategies and policies focusing on achievement of the following results:
- Ensure full compliance of HR recording
and reporting systems in line with UNFPA rules and regulations in
coordination with senior management of the CO, UNFPA Headquarters and UNDP
Country Office - Review policy changes from headquarters,
and brief the senior management on the feasibility and appropriateness to
local conditions - Implement an effective internal control
mechanisms and proper functioning of the HR management system - Map CO HR business processes and
elaborate on the content of internal Standard Operating Procedures in HR
management - Provide advice and information on
corporate strategies, changes in personnel rules, contractual modalities,
entitlements and change management processes - Ensures an effective administrative
system in country office focusing on achievement of the
following results: - Adapts processes and procedures,
anticipates and manages operational requirements of programme/ project
inputs under national execution in terms of personnel, sub-contracts,
equipment, fellowships, study tours, and other programme and
project-related events to facilitate programme/ project delivery. - Prepares and monitors the administrative
budget and ensures financial transactions are in accordance with UNFPA
financial rules and procedures. Proposes procedures to improve internal
controls and efficiency and respond to audit issues. - Implements corporate systems and
applications in support of the management of management of assets,
security, and human resource management and country office operations, creates
systems and mechanisms for effective management of UNFPA resources, and
advises and trains project staff. - Implement corporate systems to improve
the procurement processes for the office and Integrated Field Support in
procuring project equipment, supplies and services; recommends procurement
decisions for management’s consideration. Contributes to the smooth
running of the office by ensuring provision and maintenance of services
and supplies following-up processes and ensure an up-to-date inventory and
records of assets/file. - Reviews and prepares material for common
system activities relating to common services and premises, cost recovery,
privileges and immunities, entitlement and salary surveys, security etc. - Organization and coordination of comprehensive
and interim local salary, hardship and place-to-place surveys in
coordination with the supervisor.
Provides support to human resources management
focusing on achievement of the following results:
focusing on achievement of the following results:
- Organize and implement recruitment
processes for staff, including drafting job description, provision of
input to job classification process, preparation of vacancy announcement
and advertisement, screening of candidates, participation in interview
panel and preparation of its proceedings/minutes, and preparation of
recommendations to senior management on each recruitment case - Prepare required recruitment submissions
to the Compliance Review Board - In co-ordination with UNDP, determine
the entitlements of national staff in accordance with UNFPA policies and procedures;
prepare their contracts and related documents for the newly recruited
staff (Fixed-Term and Service Contracts) - Create/Update positions in Atlas (UNFPA
global HR system); link positions to COA and update COA information; set
up vendor; perform the functions of Admin.HR/Position Administrator and
Absence Processor in Atlas; follow up timely with finance staff on Global
Payroll issues - Monitor and track all transactions
related to positions, recruitment, benefits, earnings/deductions,
retroactivities, recoveries, adjustments and separations through Atlas - Maintain and update the CO staffing
table and the CO organizational chart - Maintain and update the personnel files
with all required documentations - Maintain attendance and leave records
- Follow up on all national staff
contractual status and ensure appropriate and timely actions for renewals
of contracts, promotions, within-grade increments, and performance
evaluations - Ensure job descriptions for all posts
are up-to-date, properly recorded and duly classified - Undertake visits to sub-offices to
provide personnel service training and support supervision to establish
and/or review systems and procedures for compliance with policies and
procedures; and prepares reports and recommendations - Maintain and update roster of qualified
candidates by skills/functional areas for long and short-term assignments - Prepare contracts for consultants, in
consultation with related program staff and ensure all requirements and
supporting documentation are on files, and captured in the consultants
monitoring tool; liaise with the program staff on the implementation of
and payment for the consultancy contracts and ensure evaluation reports
are finalized in ATLAS at the end of the consultancy - Prepare routine correspondence and special
reports as required on general administration or specialized tasks that
may be of a confidential nature within the area of HR responsibility - Liaise with other UN resident agencies
in the implementation of the UN caring for us policy - Liaise with CO security focal point and
UN security advisor on issues related to staff security
Provides support to proper staff performance
management and career development focusing on achievement of the following
results:
management and career development focusing on achievement of the following
results:
- Facilitate and monitor the performance
appraisal processes and maintenance of the related documents on files - Monitor potential staff relations or
personnel problem areas and keep senior management informed of situations
and recommends courses of action - Provide on-going counselling on HR
issues to all categories of staff - Ensures facilitation of knowledge
building and knowledge sharing in the CO focusing on achievement of the
following results: - Participate in preparation of the office
Training Plan and support staff in developing individual learning plans in
consultation with the senior management and supervisors - Arrange and prepare induction/briefing
material and provide briefing and orientation to the newly recruited staff
on personnel and administrative procedures and requirements (payments,
opening of bank accounts, and the like) - Organize training sessions on HR issues
for all staff; advise and inform all staff on the correct application and
interpretation of UNFPA personnel policies and procedures - Organize annual staff retreat
- Synthesize and document lessons learnt
and best practices in HR
Qualifications, Skills and Experience:
- The ideal candidate for the United
Nations UNFPA Human Resources/Admin Analyst job opportunity should hold a
Master’s Degree or equivalent in HR, Business Administration, Public Administration
or related field. - Professional experience at the national
or international level in providing Administrative/Finance and HR advisory
services and/or managing staff and operational systems an advantage. - Previous experience in the usage of
computers and office software packages (MS Word, PowerPoint, Excel, etc)
and experience in handling of web based management systems and a good
command in Atlas is an asset - Extensive knowledge and understanding of
the UN system in general and especially UNFPA mandate, its policies and
operations and current development topics and political issues in Uganda
an added advantage. - Language: Excellent oral and written
communications and editing skills in English; Fluency in national language
of the duty station and Knowledge in other UN languages is an asset.
Functional Competencies:
Knowledge Management and Learning
- Shares knowledge and experience and
contributes to UNFPA practice areas - Develops deep understanding in HR
Management - Promotes a learning environment in the
office - Actively works towards continuing
personal learning and development in one or more practice areas, acts on
learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to provide analytical inputs to
strategic planning, results-based management and reporting - Ability to lead recruitment, contracts
management, performance appraisal, career development management, ,
maintain high staff morale - Ability to make the analysis of
requirements and parameters provided in support of HR processes in the CO - Strong IT skills, knowledge of Atlas is
required - Ability to implement new systems
(business side) and affect staff behavioral/ attitudinal change
Management and Leadership:
- Focuses on impact and result for the
client - Leads teams effectively and shows
conflict resolution skills - Consistently approaches work with energy
and a positive, constructive attitude - Demonstrates strong oral and written
communication skills - Remains calm, in control and good
humored even under pressure - Demonstrates openness to change and
ability to manage complexities - Responds positively to critical feedback
- Solicits feedback from staff about the
impact of his/her own behavior
N.B: There
is no application, processing or other fee at any stage of the application
process. UNFPA does not solicit or screen for information in respect of HIV or
AIDS and does not discriminate on the basis of HIV/AIDS status.
is no application, processing or other fee at any stage of the application
process. UNFPA does not solicit or screen for information in respect of HIV or
AIDS and does not discriminate on the basis of HIV/AIDS status.
How to Apply:
All interested
applicants who wish to join the United Nations Population Fund (UNFPA) in the
aforementioned capacity are encouraged to click on the link below and follow
the application instructions after reviewing the job details.
applicants who wish to join the United Nations Population Fund (UNFPA) in the
aforementioned capacity are encouraged to click on the link below and follow
the application instructions after reviewing the job details.
Deadline: 30th November 2018
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