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Background Information


Closing date: 6 October 2021 (5 pm Papua New Guinea time)

Appointment type:  Fixed Term

Duration: One year (renewable*)

* No expectancy of renewal in accordance with UN Staff Regulations 4.5

Duty Station: Port Moresby, Papua New Guinea


[i] No expectancy of renewal in accordance with UN Staff Regulations 4.5




Organizational Setting

How you can make a difference:

UNFPA is the lead UN agency for reproductive health and rights and delivers a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need principled and ethical staff, who embody human rights norms and standards, and who will defend them courageously and with full conviction; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

You will be responsible for delivering quality administrative and logistical support services to the Country Office staff, mastering all relevant administrative rules, guidelines and processes, and applying established systems and procedures. You will be expected to demonstrate strong client and results orientation in service of the country programme.


Main Tasks & Responsibilities

You would be responsible for:

a.  Human Resource Management

1. Ensures administration and implementation of HR strategies and policies,              adapts processes and procedures:

Ensure full compliance of HR recording and reporting systems with UN rules and regulations, UNFPA policies, procedures and strategies; effective implementation of the internal control framework, proper functioning of the HR management system.

Provide advice and information on corporate strategies, changes in rules and regulations, implementation of personnel rules, strategic use of contractual modalities, application of entitlements, change management processes.

Provide advice to staff on all aspects of UN/UNFPA personnel and administrative rules and regulations, and the ERP (Atlas)/ HR modules.

Liaise and provide technical and administrative support to the Country Office in the recruitment of staff, consultants and HR matters.

Develop and recommend improvement of HR Management process through SOPs

       2. Ensures effective administration of human resources:

Organize recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels. Provision of advice on recruitment in the UNFPA office.

Monitoring and tracking of all Service Contracts, Individual Consultant and Special transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas.

Review of the office staffing table in alignment to approve position

Preparation for review of submissions to the Local CRP.

Administration of the office attendance register.

Validation of HR recurrent personal management services provided by UNDP to UNFPA

       3. Ensures facilitation of knowledge building and knowledge sharing in the office:

       •  Organize trainings for staff on HR and other issues and maintain database of                          certificates.

Participation in preparation of the office Learning plan and individual learning plans

Maintain effective HR networking with other UN agencies and communities best practice.

Synthesis of lessons learnt and best practices in HR.

Identify ways in which the CO’s HR needs can be met within existing policies and adapt processes and procedures.

      4. Ensure optimal communication flows within the country office including the                  Regional Office and Headquarters where appropriate as well as external                          counterparts, through effective use of written, verbal and electronic                                communication:

Maintain accurate and up-to-date personnel status files in a confidential and    secure manner.

Implement tools and mechanisms for effective and efficient monitoring of personnel activities  in support of the operations.                                                                                               

Active in the day-to-day HR operations, especially with regards to recruitment, learning and development, performance management, and employee relations.                         

Prepare personnel related reports and analyses, research and draft responses to enquiries for clearance.

Conduct reference check process in place and done correctly in line with prevailing procedure.

Any other relevant activities/responsibilities as assigned by the Supervisor, and Senior Management.


Qualifications and Experience


Minimum High School Education, a Diploma or Bachelor’s Degree in Business Administration or related field is an asset

Knowledge and Experience:

At least 6 years of relevant experience in experience in Admin, thorough knowledge of modern office procedures or general office management is required.

Experience with UN Agencies is an asset

Excellent minute-taking and writing skills;

Proficiency in current office software applications.


Fluency in English is required and knowledge of Tok Pisin is desireable


Required Competencies


• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• 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 work flow

Planning, organizing and multitasking


UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.


WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline


Go to this link:

UNFPA has established an electronic application management system. This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.

Download the Step by Step Guide to Applying in the E-Recruit System of UNFPA at

Please print out the Guide for your reference during the registration and application process.

Notice: There is no application, processing or other fee at any stage of the application process.  UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.