Readvertisment – Administrative & HR Assistant (GS5), Bissau, Guinea-Bissau, # 102894 (only for nationals of Guinea Bissau)
Job Number: 527203 | Vacancy Link
Locations: Africa: Guinea-Bissau
Work Type : Fixed Term Appointment
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, an advocate
Under the close supervision and guidance of the Human Resources Officer the Administrative & Human Resources Assistant provides administrative, procedural and operational support and assistance to the efficient implementation of a broad range of Administrative and Human Resources functions for all categories of staff in his/her office, ensuring accurate and timely delivery that is in compliance with UNICEF HR rules and regulations.
How can you make a difference?
Support & facilitate management processes
Assist in the overall travel/management process in Bissau Office for international and local travels.
Reserves air travel for duty travel, repatriation, transfer, home and family visit, education, grant travel, along with travel arrangements for consultants, candidates and new recruits resident in Guinea Bissau.
Ensure with travel agencies hotel reservation to meet office and partner’s needs. Follow-up on ticket refunds to ensure that the credits due are received in timely manner.
Issue fuel coupons for office vehicles daily and check a log book mileage to reconcile fuel taken and distance covered. Undertake detailed checks on fuel consumed by each vehicle against reports generated from fuel station on weekly basis.
Support to business partnering
Support the business partners in developing initiatives to encourage employee well-being and employee recognition schemes
Assist the HR Officer in the management of change processes by advising clientele on changes to HR processes.
Support the business partners in assisting clientele in using HR systems such as talent management, agora and achieve.
Support in recruitment and placement
Prepares and circulates internal and external advertisements.
Liaises with candidates in the various stages of the recruitment process.
Prepares formal acknowledgement, offer and regret letters.
Initiates and follows up on reference checks and academic verifications and ensuring the completion of other background checks.
Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
Support in learning & capacity development
Assists team in organizing and conducting courses, workshops and events by preparing and organizing distribution of materials for participants, ensuring availability of training venues and required equipment and supplies, while providing logistical and secretarial support at workshops and events as necessary.
General office support
Drafting and/or processing a variety of correspondence and other communications
Setting up and maintaining HR files/records (electronic and paper)
Scheduling appointments and meetings
Maintain and generate automated databases containing HR related statistics and generating periodic reports; and performing a variety of administrative duties (e.g. leave recording, etc.).
Impact of Results
The impact of the work of Administrative & HR Assistants affects the delivery of discrete support services and is closely interrelated with the work of other members of the Administration and HR teams. The work performed affects not only the timely delivery of Administrative and HR processes but also indirectly the delivery of the client departments’/divisions’/offices’ programmes. They play a key role, as a member of the team, in providing routine and some specialized information both to client’s departments and to more senior members of the Administration and HR teams on Administrative and HR procedures and the progress of delivery against standards and deadlines.
To qualify as an advocate for every child you will have the following…
Good knowledge of Administrative and HR principles, rules, regulations and procedures within the UN
Computer literacy and the ability to effectively use standard office software tools as well as good knowledge and skill in using HR systems.
Ability to extract and format data and to solve operational problems
Ability to organize own work, set priorities and meet deadlines.
Interpersonal and communication
Takes responsibility to respond to internal and external service needs promptly and proactively; takes initiative to ensure that deadlines, rules and regulations are met. Uses own discretion to address unforeseen situations.
Demonstrates a high degree of confidentiality, initiative and good judgment.
Demonstrates courtesy, tact, patience and ability to work effectively with people of different national and cultural backgrounds.
Secondary education preferably supplemented by technical or university courses related to the field of work.
A minimum of 5 years of progressively responsible administrative or clerical work experience required
Fluency in Portuguese and English or French is required. Knowledge of Creole is considered as an asset.
For every Child, you demonstrate…
UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.
The competencies required for this post are….
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
The position was re-advertised and candidates are invited to re-submit their applications. Female candidates are strongly encouraged to apply.
Closing Date Thu Nov 07 2019 00:55:00 GMT+0100 (Afr. centrale Ouest)