Back HR & Procurement Assistant, G-5

The Position:

The post of Human Resources & Procurement Assistant is located in The Gambia Country office and reports directly to the Finance and Admin Associate.
Under the overall guidance of the Country Representative the Human Resources & Procurement Assistant is under the direct supervision and reports to the Finance and Admin Associate.

The Human Resources & Procurement Assistant delivers high-quality and accurate HR, administration and procurement services to internal and external clients mastering all relevant rules, guidelines, processes and procedures and ensuring quality assurance and compliance.
The Human Resources & Procurement Assistant takes a client-oriented, result-focused approach to interpreting the rules, procedures and guidelines providing support and guidance in service to the Country Office and UNFPA-supported projects.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Human Resources & Procurement Assistant delivers high quality and accurate HR, procurement and general administration to internal and external clients in compliance with all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support to the CO and UNFPA-supported projects.

You would be responsible for:

1. Human Resources
- Ensures implementation of HR strategies focusing on achievement of the following results:
• Full compliance of HR processes and records with UN/UNFPA rules, regulations, policies
and strategies.
• Adherence to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.
- Implements HR services focusing on achievement of the following results:
● Compile and update leave balance/absence of UNFPA employee and provide to the supervisor a monthly report on leave balance reconciliation (hard and soft copies)
● Support in responding to employee requests regarding human resources issues, i.e. leave balance and other updates on HR related issues as assigned by the supervisor
● Assist CO HR team in implementation of recruitment processes consist of drafting job descriptions, vacancy announcement, upload vacancies at job websites, compiling matrixes, coordinate communication with candidates and panel for scheduling written test and oral interviews etc.
● Prepare soft and hard copies of interview documents for interview panel members and ensure to keep HR correspondence and records in line with recruitment policies and guidelines and perform functions of Secretary in interview panels.
● Preparation of position update requests and follow up for position numbers for newly created positions.
● Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations.
● Collection of background information for submissions to the Regional Review Board.
● Provide support services for academic verification and reference checks for appointment of different contractual arrangements.
● Support in ensuring timely completion of IC recruitment processes i.e issuing of letter of Intent and contracts, CMT submission in compliance of IC policy guidelines
● Perform clerical and administrative works of HR i.e. process documentation and filing, preparation of letters related to personnel issues

2. Procurement
Office Procurement
● Provides support to the Finance and Admin Associate in carrying out the procurement processes including preparation or review and evaluation of RFQs, ITBs or RFPs documents, as well as the conduct of quotation analysis.
● Support the market research. Maintain an accurate and active supplier base in support to
UNFPA procurement requirements.
● Liaise with other UN agencies to obtain information of existing contracts and sharing information. Prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by the Finance and Admin Associate.
● Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner.
● Assists the Finance and Admin Associate in the processing of long-term agreements/Memorandum of Agreements in accordance to UNFPA rules, regulations and procedures.
Assist in the capacity building of Implementing Partners on all aspects of procurement and logistics management:
Work closely with Ministry of Health on RH commodities and Medical equipment as from ordering, tracking and reception.
Provide support to IPs on Third Party Procurement
Ensure proper coordination between IP and PSB through smooth flow of information, clearance, and shipping documents.
Follow up with the IP for timely clearance of consignments and update and monitor the status report to the office on regular intervals.
Support IPs in proper tracking and distribution of commodities and RH equipment as and when necessary.

3. Administrative Support:
Ensures the timely completion of all HR & procurement administrative requirements.

Qualifications and Experience:

Education:

Completed secondary level education with a minimum Five years (5 years) relevant experience required.
Recognized training and/or certification in Human Resources management, Procurement, Business Administration, Commerce, or any other related fields is an asset.

OR;

First level university degree in Human Resources management, Procurement, Business Administration, Commerce, Finance, Social Sciences, or any other related fields with two years (2 years) relevant experience is desirable and preferably with specialized certification in Human Resources management and procurement.

Knowledge and Experience:

• Minimum 5 years of relevant experience at the national or international level in providing HR advisory services and operational systems;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management systems;
• Experience in working with the UNFPA and good understanding of UNFPA business model; Experience in usage of Atlas HRM and e-recruit system.
• Strong analytical skills, and sound judgment are required;
• Strong cultural awareness and capacity to work with people with diverse background;
• Strictly adheres to confidentiality.

Work Relations

The Human Resources and Procurement Assistant maintains collaborative relationships with all programme and operations staff at the CO. Internal contacts include the Programme & Operations staff and CO’s Management team whereas external clients include Implementing partners and other CO’s & UN agencies.

Languages:

Fluency in English with good verbal and written skills.

Required Competencies:

Values:

Core Competencies:

Functional Competencies:

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

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