HR Associate, Client Services and Outreach Branch, Division for Human Resources, Nairobi, Kenya, G-7

The Position:

As a member of the Client Services Team serving the Regional and Country Offices, you will be providing administrative support in all aspects of the employee lifecycle and supporting the HR Business Partner (HRBP) and Regional HR Analyst/Specialist in delivering high-quality HR services and programmes to clients in the Regional Office and in Country Offices.

You will report to the HR Business Partner.

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards and who will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

Job Purpose:

The HR Associate, Client Services will be providing administrative support in all aspects of the employee lifecycle and supporting the HR Business Partner (HRBP) and Regional HR Analyst/Specialist in delivering high-quality HR services and programmes to clients in the Regional Office and in Country Offices.

You would be responsible for:

A. Providing HR administrative support to the execution of the full lifecycle of recruitment management processes for all recruited staff in the region
• In close collaboration with the HR Analyst / Specialist, assist in organization of recruitment processes (vacancy announcement, interview logistics, document management) for UNFPA internationally and locally recruited staff at regional and field locations and onboarding/offboarding, including liaising with Corporate DHR & UNDP BES / local UNDP colleagues, manage contract extensions, and separations;
• Create/update RPAs through UNDP HR Workbench, verify chart fields (COAs), and update COA information, set up vendor. Timely follow up with Finance staff and/or HR Information Associate on COA;
• Prepare long list of candidates in the e-Recruit system in accordance with established procedures and quality standards; test e-Recruit upgrades as required;
• Prepare post establishment and change requests;
• Maintain the integrity and objectivity of the recruitment process ensuring compliance with UNFPA’s HR policies and recruitment objectives;
• Provide input and status updates in recruitment plans and metrics monitoring/reporting;
• Prepare documents and learning materials related to recruitment and onboarding, support regional learning and training initiatives of non-HR staff involved in recruitment in Country Offices;
• Support the on-boarding process of newly recruited staff by providing orientation on applicable entitlements, rules, regulations, and procedures, and by organizing their respective briefing agendas as well as support the off-boarding process of staff exiting from the organization or change of contracts;
• Serve as Field focal point on consultant management; provide clarification and guidance to field offices on the application of the guidelines and policy on consultants; review exceptions and provide regular reports to the Director’s Office;
• Responsible for recruitment and onboarding of interns/fellows/volunteers in UNFPA in accordance with related policies, rules, regulations and practice; Provide administrative support, as required, to JPO (Junior Professional Officers) programme.

B. Providing administrative support and HR data maintenance
• Establishing and maintaining HR files/records in a confidential and secure manner;
• Collect and support the interpretation and analysis of HR data to help inform decision making on HR processes and strategies;
• Support the development and implementation of data collection systems to optimize data quality;
• Maintenance of the regional staffing table: workforce and staffing data analytics for various management reports, management reviews, audit reporting and others as needed;
• Ensure compliance of records and reports with UN rules, regulations, UNFPA policies, procedures and strategies, effective implementation of the internal control framework;
• Monitor contractual status of staff: advise on appointments, extensions and separations; inform HR Analyst / Specialist on staffing issues to be followed up with the respective HR Business Partner;
• Liaise with UNFPA Travel Unit on UNLPs issuance/extension;
• Facilitate response to audit findings and recommendations.

C. Support implementation of learning & performance management practices and career development strategies, policies and practices, focusing on achievement of the following results
• Support to HR Regional team in implementation of all elements of performance cycle; facilitation of the performance appraisal process by responding to staff queries and maintenance of the related data;
• Facilitate individual and organizational learning plans in consultation with the HR Regional Team;
• Support the regional completion of global staff surveys, analysis and follow-up to recommendations from survey results;
• Participate as a resource person in capacity building initiatives to enhance the competencies of clients/stakeholders.
• Coordinate and provide necessary onboarding support and orientation briefing to new staff.

D. Administering and implementing HR Client Services and policies
• Provide general, standard information to the management and staff on HR strategies, rules and regulations;
• Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications;
• Prepare written response to queries concerning HR related matters.

E. Providing administrative support to HR Programme delivery
• Guide and support managers and staff on the basic procedures and use of the performance appraisal system, monitoring regional compliance with the review process;
• Provide administrative support and logistical arrangements for the delivery of learning and development activities and programmes and coordinate the collection of training and development needs in the region;
• Respond to staff questions, with the guidance, as necessary, of HRBP and HR Specialist;
• Prepares agendas, researches and documents information for meetings involving issues and projects deemed necessary by the Director of DHR/Branch Chief/HRBPs; Participate, as requested, in meetings/events, including minute taking; proactively ensures successful execution of the above;
• Support meetings with high-ranking visitors, ensuring appropriate protocol and procedures for all appointments and meetings.

Qualifications and Experience:

Education:

Secondary Education

Knowledge and Experience:
• 7 years of progressively responsible HR and/or administrative experience is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling web based management systems.

Languages:

Fluency in English is required; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

Required Competencies:

Values:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

Functional Competencies:
• Providing logistical support
• Managing Data,
• Managing documents, correspondence and reports,
• Managing information and workflow,
• Planning, organizing and multitasking.

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.