Human Resources Project Associate

United Nations Children's Fund

New York, United States of America

Experience: 5 to 10 Years

Skill Required: HR and Admin

As part of the Staff Support Strategy for the HQ Efficiency Initiative (HQEI), a Staff Support Unit (SSU) was established in May 2022 to serve as a direct central resource for staff ahead of and during the transition of functions. Several posts from HQ Divisions in New York and Geneva are scheduled to relocate to different locations during the period of July 2023 to December 2024.

The Human Resources Project Associate at the G-6 level will be located in UNICEF New York Headquarters (NYHQ), in the Division of Human Resources (DHR), within the SSU and will report to the Human Resources Manager, SSU.

Under the supervision of the Human Resources Manager, SSU and guidance of the Human Resources Officer, the HR Project Associate provides administrative, financial, procedural and operational support and assistance to the SSU, ensuring consistency and a people-centric approach in the support and services provided across all Divisions.

Systems coordination:

  • Maintain dashboards and prepare updated data charts.
  • Receive, log and assign service requests in the system.
  • Ensure that escalated cases are routed to the relevant approving authority.
  • Coordinate meetings between staff members and the relevant Staff Support Network (SSN) focal points.
  • Follow up on resolution of cases with the person the case was escalated to within the required timeframe as established in the SLAs.
  • Provide feedback to the Divisional HR Business Partner (HRBP) on case resolution, based on the guidance of the HR Officer SSU.
  • Ensure cases are closed timely and supporting documents and case resolution notes are uploaded in the monitoring tool.

Communication and Knowledge management:

  • Support preparation of SSU briefing materials and presentations.
  • Maintain the SSU SharePoint site with updated materials and keep abreast of any new information to be added.
  • Prepare flyers for events and create registration systems and surveys.
  • Prepare meeting notes and ensure proper documentation and recording of information for future reference.
  • Compile case scenarios for the documentation of lessons learned.

Event coordination:

  • Create and maintain SSU Event calendars.
  • Coordinate all SSU learning and career  development events and workshops including  logistical arrangements. Coordinate with facilitators and participants, manage registrations and ensure timely sharing of information to participants to ensure maximum participation.
  • Liaise with budget focal points, and support in creating consultant contract.
  • Prepare background materials for participants and upload cleared materials in the Intranet.
  • Prepare and maintain agendas on meetings and events related to the SSU events.

Support to Chief, HRBP:

  • Provide coordination support to the Chief, HRBP including creating meeting schedules with different stakeholders, including HQEI project teams, HQEI working groups, special project teams and Division engagements and Townhalls.

Budget management:

  • Monitor and advise budget owners on financial status of the project and potential over-expenditures and recommend possibilities for reallocation to ensure the optimum use available funds.
  • Submit periodic financial reports for management oversight, monitoring and review and confirm availability of funds as required.

Data analytics:

  • Update SSU master data file with any changes in encumbered and vacant positions on a regular basis.
  • Liaise with Divisional HRBPs and data focal points to monitor staff moves and update the data.
  • Prepare Division specific staff data insights for periodic reporting to senior management.
  • Update and maintain the SSU case management dashboards.
  • Prepare reports and data charts as needed for presentations for various audiences.
  • Maintain reports on session attendance and feedback from participants and prepare periodic reports of the same.

General administrative support:

  • Draft and/or process a variety of correspondence and other communications.
  • Schedule appointments and meetings with focal points of relevant sections/experts/ HR team to monitor and coordinate the requirements identified by Divisions and offices.
  • Monitor and maintain the SSU mailbox.
  • Maintain SSU team calendar and arrange meetings. Take minutes of meetings and keep the correspondence of the team well organized.
  • Provide administrative support to the Chief HR Business Partner as needed

To qualify as an advocate for every child you will have…

  • Completion of secondary education, preferably supplemented by technical or university courses related to HR, Administration, or any other related field.
  • A minimum of 6 years of progressively responsible HR and administrative work experience required.
  • Proficient in working with Excel and PowerPoint and data analytics. 
  • Strong organizational, planning and prioritizing skills.
  • Knowledge of HR and administrative principles, rules, regulations and general procedures within the UN is preferred. 
  • Ability to demonstrate 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.
  • Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.