General

Description of assignment title: Human Resources and Administrative Assistant

Assignment country: Türkiye

Expected start date: 09/01/2023

Sustainable Development Goal: 5. Gender equality

Volunteer category: National UN Volunteer Specialist

Host entity: UNWomen

Type: Onsite

Duration: 12 months (with possibility of extension)

Number of assignments: 1

Duty stations: Istanbul

Details

Mission and objectives

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Context

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. The National UNV will report to the UN Women Europe and Central Asia Regional Office as follows:

•  Operations matters: ECARO Operations Manager (OM)
•  HR Matters: ECA HR Business Partner (HRBP) This will be for general guidance and supervision and is the individual will be responsible for providing a variety of technical administrative support for ensuring the smooth implementation of operational activities of the office details of which are provided in the below section. HR supports recruitment processes and filing to ensure that the Operations Department of the receives the correct technical admin support to ensure that all documents are processed, filed and archived in-line with UN Women’s policy. Within this context, UN Women will recruit this Assistant to support the Operations Manager/HR Unit and Operations team in the business processes, reviewing/reorganization and filing of documentation. The overall hiring manager responsible for management of this contract will be the ECARO Operations Manager.

Task description

Under the direct supervision of the ECA Operations Manager and HRBP, the National UNV will be responsible for the following tasks: HR Support

•  Drafting terms of references of individual consultants and staff by gathering inputs from the project teams;
•  Support Operations staff in administrative activities relating to the selection process of personnel;
•  Coordinating the recruitment process under the supervision of HRBP and relevant Project Team;
•  Note taking during the panels and preparation of interview panel reports;
•  Supporting the communication process with candidates during the whole recruitment process;
•  Compiling all the documents for review of the HR Team/Manager for submission;
•  Support in HR services relating to internship programme and act as the Intern Focal Point for the region
•  Conduct inductions for the Interns in RO.
•  Support monitoring and filing of HR Learnings ; act as the focal point for the UN Women mandatory courses compliance for the RO and COs
•  Supporting HR Communications and Updating Databases: Drafting Weekly Internal HR Updates, sharing international vacancy announcements regularly, ensuring the ECARO and HQ Vacancy Tracker Tables (Recruitment Matrixes) are up to date
•  Support in arranging bi-monthly regional HR Meetings and other HR webinars, taking notes and action points during the meetings.
•  Posting vacancy announcements for ECA Regional Office
•  Updating and submitting the Personnel Validation List through OneApp on monthly basis. Support on Consultants selection (SSAs)
•  Drafting of recruitment documents such as desk review reports; SSA recruitment request forms; contract amendments etc.
•  Support revision of SSA contract submissions and draft contract templates when needed. Regularly update the tracking system to be set up to ensure proper filing of IC Contracts and to follow up amendments of the contracts.
•  Supporting longlisting, shortlisting, written test, and validation interview processes.
•  Compiling all the documents for review and approvals of the Operations Manager and the Regional Director
•  Support monitoring and filing of SSA contracts.
•  Support with the submission of PRC cases
•  Follow up with SSA payments: solicitating required documentation, submitting payment requests to the respective Quantum focal points.
•  Providing training to newcomers on SSA policy and procedures Admin Support
•  Arrange the logistics of the RO’s meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
•  Finalize memoranda, list of participants; and send letters of invitation and other documents;
•  Attend meetings, prepare minutes, and monitor follow up activities.
•  Setting up and maintenance of a filing system for HR and Operations documentation of the office.
•  Support of the administrative activities relating to office procurement; drafting of terms of references, implementing the correct solicitation method by preparing the template forms, review of documents, communicating with vendors etc if needed.
•  Carry out Buyer role in Quantum. Duration of this assignment is proposed for one year from September 2023 to August 2024.

Eligibility criteria

Age: 27 – 80

Nationality

Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience

3 years of experience in administration support, procurement, HR, or logistic support service is required

•  Experience in Administration, Procurement and HR, preferably within the UN system
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
•  Knowledge in UN processes, policy and procedures is an asset
•  Knowledge of UN Operations business processes an advantage
•  Excellent oral and written skills; excellent drafting, formulation, reporting skills;
•  Accuracy and professionalism in document production and editing;
•  Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
•  Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
•  Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), email, and internet; familiarity with database management; and office technology equipment;
•  Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
•  Sound security awareness;
•  Have affinity with or interest in gender equality, volunteerism as a mechanism for durable development, and the UN system.

Area(s) of expertise

Administration, Human resources, Procurement and contracting

Driving license

–

Languages

English, Level: Fluent, Required Turkish, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in Business Administration, Human Resources, Social Sciences or other relevant subjects is required.

Competencies and values

Core Values:

•  Respect for Diversity
•  Integrity
•  Professionalism Core Competencies:
•  Awareness and Sensitivity Regarding Gender Issues
•  Accountability
•  Creative Problem Solving
•  Effective Communication
•  Inclusive Collaboration Functional Competencies
•  Ability to administer administrative processes and transactions;
•  Ability to perform work of confidential nature and handle a large volume of work;
•  Good knowledge of administrative rules and regulations;
•  Ability to perform HR related tasks

Other information

Living conditions and remarks

UNV Entitlements in a Nutshell for National UN Volunteer (Specialist):

•  Current Volunteer Living Allowance (VLA) is USD 1225. Upon demonstrated experience in the area, additional expertise differential might be applicable.
•  100% health, life and dismemberment coverage by CIGNA. As per UN’s diplomatic mission status, it is not included in National Security Institution’s (SGK) system but can be initiated on private basis.
•  Entitlement to annual Leave at the rate of 2.5 working days per completed month of volunteer assignment
•  Entry allowance for covering relocation expenses
•  Exit allowance upon completion of service
•  Several learning opportunities This is a full time is assignment in UN Women Office in Istanbul. The volunteer should be either residing in Istanbul or willing to relocate.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy