Administrative/Human Resources Associate

United Nations Development Programme

New York, United States of America

Experience: 5 to 10 Years

Skill Required: HR and Admin

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.

Within the framework of the UN Common System and UN Staff Regulations and Rules, UN Women’s Human Resources Division directs and supports the delivery of responsive and quality human resource management services, ensuring integration and synergy in the development of a comprehensive human resources management framework. It leads and facilitates organizational change and development and advises the organization on strategies to attract, retain, develop and motivate human talent across the range of specialized occupations critical to the delivery of the organization’s mandate through the following sub-areas:

  • HR Strategy and Policy Development and Execution
  • Organizational Design and Change Management
  • Recruitment and Staffing
  • Learning and Talent Management
  • Performance Management
  • Workforce Planning and Management
  • Under the direct supervision of the Human Resources Specialist, the Administrative/Human Resources Associate carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Administrative/Human Resources Associate is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion. The Administrative/Human Resources Associate will be responsible for administering and implementing HR strategies and policies in relation to recruitment and selection of UN Women’s affiliate personnel, support to HR operations and relevant data management.

Duties and Responsibilities

Contribute technically to the operations in the HR Division in accordance with UN Women rules and regulations and policies and strategies:

  • Contribute to an annual workplan for the Human Resources Team and assist with its implementation and monitoring;
  • Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
  • Provide substantive inputs to business process mapping and the establishment of internal standard operating procedures in all areas of the Human Resources Team’s functions;
  • Provide substantive inputs to the implementation of corporate, budget, financial, procurement, travel and HR policies and systems and support in the training of staff in the Division on these issues;
  • Provide technical support and guidance to the Division on operational issues;
  • Ensure a continuous and up-to-date flow of information between the relevant functional teams.

Support the administration and implementation of HR strategies and policies related to benefits and entitlements for UN Women’s affiliate personnel:

  • Ensure full compliance of records and reports with UN Women rules, regulations and HR policies and guidelines;
  • Provide information to the management and personnel on benefits and entitlements strategies, rules and regulations;
  • Conduct research on a range of HR related issues (precedents, policy rulings and procedures) and assist in preparation of notes/reports;
  • Prepare written response to queries concerning HR benefits and entitlements related matters;
  • Oversee and monitor consistent interpretation and application of UN Rules and Regulations.

Contribute technically to the planning, expenditure tracking and auditing of financial resources in accordance with UN Women rules and regulations and policies and strategies:

  • Oversee and monitor the tracking and auditing of financial resources for the HR Division;
  • Provide substantive inputs to the management of office and programme financial resources while exercising proper financial controls;
  • Review and verify accuracy and relevancy of the supporting documents for payments and financial reports;
  • Maintain data in Quantum;
  • Prepare for internal and external audits and coordinating implementation of audit action plan by drafting periodic status update reports and collating supporting documents.

Contribute technically to procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies:

  • Monitor and track the HR Division’s transactions, as necessary, and in collaboration with the supervisor;
  • Review procurement processes including submissions to the Contract, Asset and Procurement Committee and Advisory Committee on Procurement;
  • Provide substantive inputs to the preparation of procurement plans;
  • Ensure proper inventory control of assets and liabilities.

Provide support to the audit process in accordance with UN Women rules, regulations, policies and procedures :

  • Coordinate the pre-audit preparations for the HR Division to be audit ready and complete the pre-audit checklist;
  • Provide advice and technical support to functional teams on audits;
  • Contribute to the training in the HR Division as part of the training plan or requirement of pre-audit preparations or as otherwise determined by the supervisor

Data Management:

  • Compile, analyze and report on data on the affiliate personnel and other HR related reporting;
  • Provide organizational support to HR initiatives, including long- and short-term planning by consolidating data and preparing reports;
  • Consolidate monthly and quarterly reports from headquarters and all regional offices on HR data; Request and manage the compilation of data provided by field offices;
  • Gather and provide data to support monitoring of adequate implementation of HR policies, practices and procedures.

Facilitate knowledge building and knowledge sharing globally on HR initiatives:

  • Organize information sessions, as necessary, with personnel and management;
  • Provide a synthesis of lessons learnt and best practices;
  • Liaise with HR focal points in Regional Offices and Country Offices to disseminate information on HR matters;
  • Liaise closely with outsourced service providers/external partners, as necessary.

Key Performance Indicators

  • The key results have an impact on the overall effectiveness of the HR Division implementation and on the efficiency and effectiveness of the use of corporate resources, human, financial and material and the safety of staff and assets of UN Women.  The key results also impact on the image of the organization and its ability to deliver on its mandate. 
  • All services are provided in compliance with UN Women rules, regulations and policies
  • Finances are properly identified and in a timely manner
  • Timely and accurate implementation of procurement contracts
  • Timely and accurate implementation of HR contracts
  • Audit process and budget management is efficient 
  •  Timely processing of recruitment requests of affiliate personnel
  • All HR data are administered in confidential and secure manner

Required Skills and Experience

Education and certification:

  • Secondary Education.
  • University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement.
  • Candidates who do not have a university degree or an accredited certification in the technical field will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.


  • A minimum of 7 years of relevant progressively responsible experience in administration, finance, procurement, human resources or logistic support services at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
  • Experience in online ERP systems is required;
  • Experience in data and budget management is required;
  • Experience within the United Nations system is required.

Language Requirements:

  • Fluency in English is required.
  • Working knowledge of another official UN language