Position Purpose:

Under the guidance and direct supervision of the Head of HR/HR Analyst and with support from HR Associate as needed, 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, UNDP HQs staff, Global Shared Services Centre-HR (GSSU-HR) and UN other agencies administered by UNDP 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 and policies
Implementation of HR services
Performance management and career development
UN-related surveys
Knowledge building and knowledge sharing on HR issue

1. 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.
In consultation with the direct supervisor and office management, provide input to the CO business processes mapping and elaboration of the content of internal HR management Standard Operating Procedures (SOPs) where needed in CO to supplement SOPs issued by GSSC.

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

Tracks contract expiration (Fixed-Term Appointment, Temporary Appointment and Personnel Services Agreement) and share the list of contracts list due to expire with Team Leads / Programme Leads / Operations Leads etc. for their timely confirmation on the contract extension / closure in line with the SOP and processing the extension / termination request.
Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity recoveries, adjustments and separations through HR Software (Quantum).
Process clearances and necessary documents for separation and proactive follow up on all pending cases.
Extract, maintain and update various staff reports e.g. Staff Master Sheet, Intern Overview, Separation Overview etc.
Extract, maintain and update various staff reports e.g. Staff Master Sheet, Intern Overview, Separation Overview etc.
Engages in Onboarding of personnel and supports supervisor with Exit clearance activities.
Assists in processing requisition and record of leave and absence of local staff.
Maintenance of the CO staffing table.
Preparation and timely submission of monthly payroll inputs to GSSC-HR after validation from Head of HR.
Provision of information for cost-recovery bills in Quantum for HR services provided by UNDP to other Agencies.
Tracking staff advances and following proactively for timely closure.
Initiate and verify the staff information for issuance of ID card.
Prepare internship agreement, experience certificate, staff letters etc. and sharing the same with the concerned unit/staff.
Responsible to maintain record and safe keeping of United Nations Laissez-Passer (UNLP).
Creation/update of positions in Quantum, 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 Quantum.
As needed and directed, assist 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 GSSC-HR for issuance of offer, medical clearance and hiring process.
Act as a focal point to answer all queries concerning Health and Life Insurance and pro-actively informing staff on the changes in the policy. Provide pro-active support to ensure timely claim settlement.
Act as a focal point to provide support to retirees to coordinate and collect After Service Health Insurance premium, documentation for insurance claims and reimbursements and enrolling them to the latest organization policy.
Act as a focal point for providing the support to hire interns.
Serve as back up to support the team on recruitment of Fixed-Term Appointment, Temporary Appointment and Personnel Services Agreement.
Maintenance of proper filing system for HR records and documents.

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

Keeping track of all the performance management record for all staff (Fixed-Term, NPSA, Interns etc.)
Provide background information and provision of support for drafting Whole Office Learning plan and individual learning plans.
Support the implementation 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.

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

Support in collection of information for comprehensive and interim local salary, hardship and place-to-place surveys.
Contribute to effective and efficient management of the UN e-directory and related staff information.

5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

As directed 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.
Any other task as delegated or instructed by the line manager.

Required Skills and Experience

Education:

Secondary education OR
Bachelor’s Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences or closely relevant field along with HR specialization will be given due consideration (desired)

Experience, Knowledge and Skills:

5 years with Secondary Education OR
2 years with Bachelor’s degree of relevant HR experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.), knowledge of ERP software, experience in handling of web-based management systems.
Proven work experience in management of salary structure, performance management system, employee benefit program and employee database is highly desirable.
Relevant experience to be able to support an effective process for recruiting, training and orienting new hires is highly desirable.

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 analyze staff data (iv) excellent team working and collaboration skills with internal and external partners and clients (v) Excellent facilitation skills.
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 Requirement:

Fluency in English and local language of the duty station

To apply for this job please visit estm.fa.em2.oraclecloud.com.