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 Consultant 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 support for recruitment processes and filing to ensure that the Operations Department of the ECARO receives the correct technical admin short-term 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 consultant to support the Operations Manager/HR Unit and Operations team in the reviewing/reorganization and filing of documentation.
The overall hiring manager responsible for management of this contract will be the ECARO Operations Manager.
Duties and Responsibilities
2. Scope of Work and Responsibilities
Under the direct supervision of the ECA Operations Manager and HRBP, the consultant will be responsible for the following tasks:
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 Intern focal point for the region
Support monitoring and filing of HR Learnings, mandatory courses
Supporting HR Communications and Updating Databases: Drafting Internal HR Updates, sharing international vacancy announcements regularly, ensuring the ECARO and HQ Recruitment Tracking 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
Support on Consultants selection (SSAs)
Drafting of recruitment reports such as desk review reports; SSA recruitment forms; amendment notes etc.
Support revision of SSA contract submissions and draft contract templates when needed. Update regularly 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 process.
Compiling all the documents for review of the Operations Manager for submission;
Support monitoring and filing of SSA contracts
Follow up with SSA payments: solicitating required documentation, creating payment requests on Global Service Tracker.
Support advertisement of vacancy announcements
Support in the scheduling and administration of bi-weekly Operations meetings;
Support RO in regular information update requests for Operations;
Support RO in the organisation and communication on Operations Training;
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.
Duration of this assignment is proposed for a year from May 2022 to May 2023
The Consultant is expected to invest 21 working days per month for this Assignment. The following table summarizes main activities and expected deliverables against deadlines and indicative working days to be invested by the Consultant.
Deliverables Timeframe Amount of Payment
Initial work plan to cover first month of work, this should be updated at the beginning of each month and cleared by supervisor Week 1 Not applicable
Summary report of tasks performed under expected duties and responsibilities, as stated above On a monthly basis, by 25th of following month Monthly lumpsum
Final consolidated report with indication of key achievements and handover notes Within 10 working days upon completion of all assignments Final month’s lumpsum
The Consultant will be paid monthly on successful completion of the work plan activities based on the satisfactory review of work by the Operations Manager.
The consultant will be required to prepare a work plan at the beginning of the contract period and submit to the hiring manager for approval and periodic review.
Under the overall supervision of the Operations Manager in ECA ROPP and in coordination with the HRBP, the Consultant will deliver a monthly time-sheet in accordance with the indicative timeframe. The Consultant will also submit a monthly update on the achieved deliverables listed in the Work plan to the hiring manager along with this timesheet.
Respect for Diversity
Awareness and Sensitivity Regarding Gender Issues
Creative Problem Solving
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
Required Skills and Experience
5. Required Experience and Qualifications
Education and certification:
Master’s degree in one of the following disciplines: Business Administration or other relevant subjects is required. Bachelor’s degree with additional 2 years experience will be acceptable
At least 1 year of progressively responsible experience in administration, procurement, HR, or logistic support service is required
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
Knowledge in UN Women processes, policy and procedures a notable experience.
Knowledge of UN Operations business processes an advantage
Fluency in English and Turkish is required.