UN Human Resources / Admin Analyst Job Opportunity – United Nations Population Fund (UNFPA)

Job Title:      Human Resources/Admin Analyst
Organization: United Nations Population Fund
(UNFPA)
Duty Station: Kampala, Uganda
Reports to: International 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.
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.
Key Duties and Responsibilities: 
Provides support to the implementation of HR 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:
  • 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:
  • 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.
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.
Deadline: 28th June 2018
For more of the latest jobs, please visit https://www.theugandanjobline.com or
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