Human Resources Assistant

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under the guidance and supervision of the Head of HR/HR Analyst and direct supervision of HR Associate, the HR Assistant provides HR services ensuring high quality, accuracy and consistency of work. The HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.

The HR Assistant works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Impact of Results:

The key results have an impact on the execution of the CO HR services in terms of quality and accuracy of work completed. Accurate data entry and presentation of financial information and client-oriented approach enhances UNDP capability in the HR management.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of HR strategies
• Implementation of HR services
• Management of Country Office payroll and related activities
• Support to UNDP administered Agencies
• UN-related surveys
• Support to knowledge building and knowledge sharing

1 Ensure support and implementation of HR services including Hire, Life Events, Contract Extensions, Position Management, Organization Events and Separation services (generally termed as benefits and entitlement services) of staff members (National Officers and General Service) as well as Service Contract personnel.

• Preparation and timely submission of monthly payroll inputs to HR GSSU Clustering team

2. Ensures implementation of HR strategies focusing on achievement of the following results:

• Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies.

• Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with direct supervisor and HR Head.

3. Implements HR services focusing on achievement of the following results:

• Supports the team on recruitment of Fixed-Term Appointment, Temporary Appointment and Personnel Services Agreement;

• Assists with all stages of recruitment processes including job advertisement, screening of candidate applications, preparing relevant documentation required for written test/interviews, conducting reference checks, following up on academic qualifications, and liaising with HR Clustering Team for offer issuance, medical clearance and hiring process;

• Creation/update of positions in Atlas, association of positions to chart fields (COAs), update of COA information, setting up vendor performing the functions of Admin.HR, Position Administrator and Absence Processor in Atlas.

• Tracks contract expirations (Fixed-Term Appointment, Temporary Appointment and Personnel Services Agreement);

• Assists in processing requisition and record of leave and absence of local staff.

• Processes clearances and necessary documents for separation

• Engages in Onboarding of personnel and supports supervisor with Exit clearance activities;

• Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas.

• Maintenance of the CO staffing table.

• Collection of background information for submissions to the compliance review panel.

• Update of the CO rosters.

• Maintenance of proper filing system for HR records and documents.

• Provision of information for cost-recovery bills in Atlas for HR services provided by UNDP to other Agencies.

4. Ensures proper staff performance management and career development focusing on achievement of the following results:

• Provision of background information to Compliance Review Panel.

• Provision of background information for drafting Whole Office Learning plan and individual learning plans.

• Support to whole office GSS action plan following yearly results of Global Staff Survey (GSS)

• Presentations to staff on HR services including orientation and induction programmes.

5. Ensures conduct of UN-related surveys focusing on achievement of the following results:

• Collection of information for comprehensive and interim local salary, participation in the work of Local Salary Survey Committee, hardship and place-to-place surveys.

• Contribute to effective and efficient management of the e-directory and related staff information.

6. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results: Participation in training for the operations/programme/projects staff on HR issues;

• Drafts and/or processes a variety of correspondence and other communications;

• Synthesis of lessons learnt and best practices in HR;

• Sound contribution to knowledge networks and communities of practice.

Competencies

Core Competencies:

Innovation

Ability to make new and useful ideas work

Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform

Understands, explains and shares information on assigned tasks with accuracy and clarity.

Delivery

Ability to get things done while exercising good judgement

Meets goals and timelines for delivery of products or services

Technical/Functional:

Building Strategic Partnerships:

Execute & Learn: Execute & Learn: Perform defined tasks

• Ability to work effectively with diverse groups of professionals towards common goals
• Analyzes general information and selects materials in support of partnership building initiatives
• Builds positive work relationships of mutual trust and empathy
• Develops networks with people outside of own immediate team to enhance team outputs
• Knowledge sharing and continuous improvement
• Researches best practices and poses new, more effective ways of doing things
• Contributes to the identification of improvements to work processes.

Job Knowledge/Technical Expertise

Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

• Knowledge of HR management issues and principles and the ability to apply them to strategic and/or practical situations
• Knowledge of recruiting issues, procedures, and principles and the ability to apply them to strategic and/or practical situations to secure quality candidates
• Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled
• Understands the main processes and methods of work with regard to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
• Promoting Organizational Change and Development
• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

• Uses information/databases/other management systems

• Uses information technology and appropriate tools e.g. excel, power-point to make clear presentations and analyses.

Client Orientation:

Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

• Reports to internal and external clients in a timely and appropriate fashion

• Organizes and prioritizes work schedule to meet client needs and deadlines

Promoting Accountability and Results-Based Management

Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

• Manages time and resources efficiently, monitoring progress and making adjustments as necessary to deliver work to set standards and deadlines

• Contributes to work planning, alerting those involved of potential obstacles and helping to identify suitable alternative options as needed.

• Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

Required Skills and Experience

Education:
• Minimum Secondary education.
• University Degree in Business or Public Administration or related university degree along with HR specialization would be highly desirable.

Experience:

5 years of relevant HR and or administrative experience is required at the national or international level.
Proven work experience in management of salary structure, performance management system, employee benefit program and employee database.
Bring relevant experience to be able to support an effective process for recruiting, training and orienting new hires.
The job requires the person to be highly energetic and motivated and to have proven work experience in knowledge of HR business process (i) strong presentation skills (iii) strong oral and written communication skills in English language (iv) ability to analyse staff data (iv) excellent team working and collaboration skills. Also excellent facilitation skills.
Should have the ability to get along with diverse personalities across diverse cultures; be tactful, mature, and flexible with strong interpersonal skills. Should be able to very effectively manage confidential information.

Language Requirements:

• Fluency in English and local language of the duty station.