Background:
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 Eastern and Southern Africa Regional Office (ESARO) provides strategic direction, technical support, and operational oversight to Country Offices in the region. ESARO supports the implementation of UN Women’s strategic priorities and ensures effective programme delivery and operational compliance across the region. ESARO provides full oversight, operational support, and delegated authority to the UN Women Somalia Country Programme, which advances gender equality and women’s empowerment by supporting government institutions, civil society, and communities.
Reporting to Regional HR Business Partner and working closely with the Operations Manager for Somalia Country Programme, the Human Resources Associate provides HR administrative and logistical support for the Regional and Somalia Country Programme. He/she supports the delivery of HR operational services in human resources administration, including recruitment and placement, contract administration, administration of benefits and entitlements.
The Human Resources Associate works in close collaboration with the operations, programme, and project teams to ensure successful implementation of HR services.
Scope of Work
Administer and implement HR strategies and policies in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Provide general, standard information to the management and staff on HR strategies, rules and regulations;
- Identify ways in which the administrative needs can be met within existing policies; interpret processes and procedures, anticipate and manage operational requirements;
- Facilitate responses to audit findings recommendations and prepare written response to queries concerning HR related matters.
Provide HR administrative and logistical services in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements;
- Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Quantum system for Somalia Country Programme;
- Assume overall responsibility for leave management; record management for Somalia Country Programme;
- Create/update entries of suppliers, PO and Receipts in Quantum system;
- Generate a variety of standard and non-standard statistical and other reports from various databases;
- Implement staff well-being initiatives, ensuring open and transparent communication on all related matters;
- Coordinate onboarding and Protocol process of new personnel, including induction schedule, documentation, system access, office orientation, security briefing and other administrative arrangements in coordination with relevant teams;
- Support offboarding processes, including staff checkouts, handover, final leave reconciliation for Somalia, return of assets, exit survey, and separation documentation.
- Assist in organizing staff meetings, retreats and internal communication activities;
- Support staff surveys and follow-up actions, as required.
Facilitate and coordinate recruitment processes in full compliance with UN Women rules, regulations, and HR policies and guidelines:
- Draft job descriptions and vacancy announcements; assist in reviewing and processing requests for classification;
- Screen candidates and facilitate and participate in interview panels as necessary;
- Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB);
- Prepare position establishment for Somalia Programme Office, and for other units as necessary, liaise with headquarters and assure that action is completed;
- Provide advice to local recruitment in programmes/projects;
- Track and prepare periodic recruitment status updates and management reports;
- Ensure systematic filing, record‑keeping, and archiving of recruitment documentation in line with records management, audit, and data protection requirements.
- Support audit readiness by ensuring that HR files are complete, properly maintained, and accessible for review;
- Assist in collecting HR documentation required for internal and external audits;
- Maintain trackers for HR-related audit recommendations, management responses, action plans, and implementation status;
- Support periodic self-checks of HR files to confirm compliance with policies, recruitment procedures, contract approval requirements, and documentation standards;
- Support documentation of exceptions, waivers, justifications, and approvals, where applicable;
- Contribute to strengthening HR internal controls and risk mitigation measures.
Compliance and Internal Control Support for Somalia Country Office:
- Support audit readiness by ensuring that HR files are complete, properly maintained, and accessible for review;
- Assist in collecting HR documentation required for internal and external audits;
- Maintain trackers for HR-related audit recommendations, management responses, action plans, and implementation status;
- Support periodic self-checks of HR files to confirm compliance with policies, recruitment procedures, contract approval requirements, and documentation standards;
- Support documentation of exceptions, waivers, justifications, and approvals, where applicable;
- Contribute to strengthening HR internal controls and risk mitigation measures.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the organization.
Competencies:
Core Values:
- Integrity;
- Professionalism;
- Respect for Diversity.
