Human Resources Assistant

Office/Unit/Project Description

You are invited to join a team of dedicated development professionals whose primary role is to support the Philippines to achieve the 2030 Agenda. As part of the UNDP team your focus will be to work with multiple stakeholders to find the country specific solutions that lead to the eradication of poverty and to ensure no one is left behind - and we reach those furthest behind first. 

We place a premium on national ownership in the analysis, design, and implementation of solutions, as well as a partnership-based approach to leverage the range of skills and resources needed – public and private. We work closely with all stakeholders in society to find innovative solutions to old development problems. We are looking for people who are enthusiastic, motivated, and committed to making a positive contribution to Development in the Philippines.

The Human Resources (HR) unit provides stellar support to Country Office (CO) management in ensuring that the office is appropriately staffed with high quality and engaged personnel who receive the guidance, feedback, and development they need to fully contribute to the CO’s agenda and Sustainable Development Goals.  The HR team applies strategic human resource management policies, procedures, programs and solutions – that leverage both technology and analytics – to promote a strong people management culture and high performing, diverse, inclusive and equitable workplace.

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

The HR Assistant works in close collaboration with the Programme, Operations, and project teams in the CO, UNDP HQ OHR Business Partners, and staff in GSSC and other UN Agencies to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams to enhance and enable horizontal collaboration.

Scope of Work

Summary of Key Functions:

• Provide support for implementation of HR strategies, processes and compliance
• Support implementation of HR services for the Country Office (CO)
• Support staff wellbeing, career development and performance management initiatives in the Country Office (CO)
• Support knowledge building and knowledge sharing in the Country Office (CO)

A.) Provide support for implementation of HR strategies, processes and compliance:

• Full compliance of HR processes and records with UN/ UNDP rules, regulations, policies, and strategies.
• Provision of inputs to the Philippine Country Office business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.
• Provision of information to the management and personnel on HR rules and regulations.
• Assist in HR-related tasks such as data collection, document preparation, and compliance monitoring, as required. 
• Provide administrative support for special projects requiring HR input, such as policy updates, and/or reporting requirements.
• Assist in monitoring HR dashboards compliance and trackers to support the corporate requirements including performance management and learning initiatives.

B.) Support implementation of HR services for the Country Office (CO) 

• Collaborate with GSSC to streamline recruitment processes and manage contracts effectively.
• Develop draft job descriptions and vacancy announcements, compile candidate matrices, screen applications, verify credentials, request references, create shortlists/longlists, and organize interview panels, serving as panel secretary. 
• Process personnel contracts, track position, recruitment, benefit, and separation data, and review monthly payroll information to ensure accuracy. 
• Conduct new staff orientations and monitor onboarding progress to ensure smooth integration. 
• Maintain and update the Country Office (CO) rosters to reflect current personnel. 
• Establish and maintain an organized filing system for all HR records and documents. 
• Provide backup support to the HR team, ensuring continuity of services during absences. 
• Execute timely contract management actions, in consultation with the supervisor and CO management, to optimize contract efficiency. 
• Contribute to the ongoing maintenance and updating of CO rosters as needed. 
• Generate data for cost-recovery invoices in the ERP system for HR services provided to partner agencies.
• Administer administrative support to retirees, ensuring a smooth transition. 
• Deliver comprehensive HR administrative support for the effective implementation of HR services to UNDP and partner agencies, and monitor service level agreements to ensure compliance. 

Competencies

Cross-Functional & Technical competencies

Minimum Qualifications of the Successful NPSA