Human Resources Assistant [Open to all applicants]

Background

Please note the appropriate Tier indicated in the vacancy title and ensure that you hold the applicable contract as defined below.

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) and established a Global Shared Service Centre (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses and fixed assets), advisory and support services to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. Human Resources services within the GSSC was set up earlier in 2003 in Copenhagen and it provides customized service packages to more than 40,000 UN personnel from agencies, funds and programmes across the UN System. GSSC/HR in Copenhagen has established a legacy as a major Human Resources administration center within the United Nations and is recognized as a center of excellence. The Global Shared Service Centre (GSSC) is part of the Bureau for Management Services (BMS).

In the area of Human Resources, the GSSC supports both personnel and management in UNDP offices and other UN Agencies with the full cycle of HR services ranging from recruitment, talent management, learning and development, HR policy and advisory services, benefits and entitlements management, payroll and banking transactions. 

Under the overall guidance of the Human Resources Specialist and direct supervision of the Human Resources Associate, the HR Assistant provides HR services ensuring high quality, accuracy, and consistency of work. The HR Assistant promotes a client-oriented approach in the BES Team consistent with UN/UNDP HR rules, regulations, policies, and procedures. 

Duties and Responsibilities

1.    Support effective implementation of HR strategies.

• Full compliance of HR processes and records with the UN rules and regulations, UNDP policies, procedures and strategies.
• Provision of guidance and information on matters relating to personnel policies, fostering partnerships with internal and external stakeholders by briefing and advising on relevant HR policies and procedures.  
• Contribute to the GSSC business processes mapping and elaboration of the content of Standard Operating Procedures (SOP) in HR management in consultation with the direct supervisor.

2.    Administer Personnel Contracts and entitlements.

• Assists with administrative onboarding, life cycle and offboarding processes for personnel as required.
• Determine and verify financial entitlements, including initial hires, life and organization events, end of service, ongoing entitlements and other remuneration.
•  Ensure completeness and appropriateness of documentation to process entitlements.
• Maintain HR data in the ERP, ensuring accuracy and cleanliness of the data. Follow up on missing information/documentation to support data entry.
• Reply to queries from personnel and other clients on work-related issues. Brief clients on routine entitlements and keep them informed of work progress.
• Maintain proper filing system for HR records and documents.

3.     Support Knowledge Management

• Maintain HR knowledge management prescriptive content within functional area ensuring that knowledge management system contains accurate and comprehensive coverage of relevant HR content.
• Provide inputs for preparation of knowledge articles, frequently asked questions (FAQ) and best practices; contribute to synthesizing lessons learnt and best practices. 
• Support periodic learning sessions for Country Offices and Regional Hubs on HR issues.
• Participate in training relevant for the HR personnel.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

HR Assistant will be reporting to G7 HR Associate under the substantive guidance of the P3 HR Specialist and overall leadership of HR Manager.

Competencies

Core Competencies:

Achieve Results:    

• LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:    

• LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:    

• LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:    

• LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:     

• LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:    

• LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:    

• LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

HR- Compensation/remuneration / Managing compensation and benefits:    

• Ability to design compensation plans which are aligned to current and future organization needs and market conditions; knowledge of and ability to apply the ICSC compensation methodologies and principles. 
• Knowledge of and ability to design benefits-related processes, programmes, and tools, including benefit enrolment and amendments.

HR / Payroll Management:

• Knowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reports

Business Management / Customer Satisfaction/Client Management:

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 
• Ability to anticipate client's upcoming needs and concerns.

Business Management / Communication:    

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management / Digital Awareness and Literacy:    

• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.

Business Development / Knowledge Generation:   

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Required Skills and Experience

Education:

• Secondary Education is required.
• Bachelors’ degree in Human Resources Management, Business or Public Administration, or an equivalent field will be given due consideration, but it is not a requirement. 
• Specialized certification in HR Management would be an asset.

Experience:

• Minimum of 5 years (with high school diploma) OR 2 years (with bachelor’s degree) of relevant experience in client services provision, including some experience in the area of HR transactions, recruitments, or general administration at the national or international level.
• Advance user of MS Office packages (MS Word, Excel etc.).
• Proficiency in using collaboration tools, as well as familiarity with digital platforms and new technologies. 
• Experience in handling of web-based management systems.
• Familiarity with interpretation and application of UN/UNDP policies, rules and regulations is desired. 
• Demonstrated experience and knowledge of integrated HR management systems is desired.   
• Work experience in a shared services centre or an international organization is desired.

Language Requirements:

• Fluency in English (both written and verbal). 
• Fluency in other UN languages (Arabic, Chinese, French, Russian and Spanish) is desirable.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam alert

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