Administrative Associate

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and territories, working to ensure that every individual has access to reproductive health services and the opportunity to lead a healthy and fulfilling life. The organization is committed to promoting gender equality and empowering women and girls, and it plays a crucial role in addressing population issues and advocating for the rights of individuals. UNFPA's mission is guided by the principles of human rights and social justice, and it seeks to create a world where everyone can realize their full potential. The organization is dedicated to achieving the Sustainable Development Goals (SDGs) by 2030, particularly those related to health, gender equality, and education. UNFPA employs a diverse workforce of professionals who are passionate about making a difference in the lives of individuals and communities around the globe.

Job Overview:
The Administrative Associate position is a vital role within the UNFPA Country Office, providing essential operational support in the management of human resources, assets, and administrative services. The incumbent will work under the overall supervision of the UNFPA Representative and the direct supervision of the International Operations Manager, as part of the Operations Unit team. This position requires a client-oriented and results-focused approach, ensuring that high-quality services are delivered to both internal and external clients. The Administrative Associate will be responsible for interpreting regulations, procedures, and guidelines, and providing support to various projects supported by the UNFPA Office. The role involves adapting and optimizing operational processes, leading human resources management, administering leave management, monitoring contracts and performance evaluations, managing consultant recruitment, and supporting security" style="border-bottom: 1px dotted #007bff !important;">security management. The incumbent will also contribute to staff knowledge and compliance, assist in organizing office events, and provide operational support for financial management. This position is crucial for ensuring the smooth functioning of the UNFPA Country Office and supporting its mission to improve reproductive health and rights.

Duties and Responsibilities:
The Administrative Associate has a comprehensive set of responsibilities that include: adapting and optimizing operational processes to meet the needs of ongoing programs and projects; overseeing recruitment and HR activities in accordance with established procedures; advising program managers on contract modalities and HR procedures; coordinating with UNDP on contract administration; preparing and monitoring consultant contracts; administering leave management and ensuring accurate tracking of staff absences; monitoring contracts and performance evaluations; managing consultant recruitment and administration; supporting security management by updating security-related information; strengthening staff knowledge and compliance with HR procedures; assisting in organizing workshops and events; maintaining personnel and consultant records; providing operational support in financial management; ensuring effective communication with headquarters; performing procurement-related functions; and carrying out any other tasks assigned by UNFPA leadership. This diverse range of duties requires strong organizational skills, attention to detail, and the ability to work collaboratively with various stakeholders.

Required Qualifications:
Candidates for the Administrative Associate position must possess a high school diploma as a minimum requirement, with a bachelor's degree in Business Administration, Finance, International Relations, Public Administration, Social Sciences, or a related field being advantageous. A minimum of six years of professional experience in human resources, administrative functions, international relations, public administration, or financial and logistical support is required. Experience in human resources management and familiarity with government institutions or UN management systems is considered an asset. Candidates should demonstrate a strong sense of confidentiality, proficiency in MS Office applications, and knowledge of Quantum and Google Chrome is a plus. The ability to work under pressure, strong teamwork skills, autonomy, stress resilience, and effective time management are essential for success in this role.

Educational Background:
The educational background required for the Administrative Associate position includes a high school diploma as a baseline requirement. A bachelor's degree in relevant fields such as Business Administration, Finance, International Relations, Public Administration, or Social Sciences is preferred and will enhance a candidate's qualifications. This educational foundation is crucial for understanding the complexities of human resources management, administrative processes, and operational support functions within the UNFPA framework.

Experience:
Candidates should have a minimum of six years of professional experience in roles related to human resources, administrative support, international relations, public administration, or financial and logistical functions. This experience should include a strong background in human resources management, as well as familiarity with working in government institutions or international organizations, particularly within the United Nations system. The ability to handle sensitive information with confidentiality and professionalism is essential, as is the capacity to work effectively in a fast-paced and dynamic environment.

Languages:
Fluency in French and Creole is required for the Administrative Associate position, with working knowledge of English being essential. Proficiency in other official UN languages, particularly Spanish, is considered desirable and may enhance a candidate's competitiveness for the role. Strong communication skills in these languages are necessary for effective collaboration and interaction with diverse stakeholders.

Additional Notes:
This position offers an attractive remuneration package that includes a competitive net salary, health insurance, and other applicable benefits. The work environment at UNFPA reflects the organization's commitment to gender equality, diversity, integrity, and a healthy work-life balance. UNFPA actively encourages applications from women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups. Reasonable accommodations may be provided to applicants with disabilities to support their participation in the recruitment process. The organization promotes equal opportunities in terms of appointment, training, compensation, and selection for all candidates, regardless of personal characteristics or dimensions of diversity. The selection and appointment process may be subject to background checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any fees in connection with the application or recruitment process.