HR Assistant ICS 5 Revised 30 August 2012 by R5setp6


                JOB DESCRIPTION

I. Position Information

Job Code Title:                 Human Resources (HR) Assistant
Pre-classified Grade:           ICS-5
Supervisor:                     Operations Manager

II. Organizational Context

Under the guidance and supervision of the Operations Manager, 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.

III. Functions / Key Results Expected

Summary of Key Functions:

   Implementation of HR strategies
   Implementation of HR services
   Support to staff career management and career development
   Support to UN-related surveys
   Support to knowledge building and knowledge sharing

    1. Ensures implementation of HR strategies focusing on achievement of the following

       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 the
        direct supervisor and office management.

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

       Preparation of draft job descriptions, vacancy announcements, compiling matrixes,
        performing functions of Secretary in interview panels.

        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. Preparation of contracts (100/300
         SSAs, SCs).
        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 Local Appointment and
         Promotion Board (LAPB).
        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.
        Support to staff members and dependent as and when required, by processing requests
         for visas, residence permits, UNLPs, VIP facilities, duty exemptions and identity cards.

       In large offices creation/update of positions, link of positions to COA, update of CO
       information can be performed by Position Administrator. Identification of job
       descriptions and classifications, vacancy announcements, participation in
       interviews, vendor set up can be performed by Admin. HR.

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

        Provision of background information to CRG.
        Provision of background information for drafting Whole Office Learning plan and
         individual learning plans.

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

        Collection of information for comprehensive and interim local salary, participation in the
         work of LSSC, hardship and place-to-place surveys.

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

        Participation in the trainings for the operations/projects staff on HR.
        Contribution to knowledge networks and communities of practice.

IV. 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.

V. Competencies and Critical Success Factors

Functional Competencies:

Building Strategic Partnerships

Level 1.1: Maintaining information and databases
    Analyzes general information and selects materials in support of partnership building

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis
    Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures
    Understands the main processes and methods of work regarding 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
    Demonstrates good knowledge of information technology and applies it in work

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change
    Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems
    Uses information/databases/other management systems

Client Orientation

Level 1.1: Maintains effective client relationships
    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

Level 1.1: Gathering and disseminating information
    Gathers and disseminates information on best practice in accountability and results-
        based management systems

Core Competencies:
    Demonstrating/safeguarding ethics and integrity
    Demonstrate corporate knowledge and sound judgment

      Self-development, initiative-taking
      Acting as a team player and facilitating team work
      Facilitating and encouraging open communication in the team, communicating effectively
      Creating synergies through self-control
      Managing conflict
      Learning and sharing knowledge and encourage the learning of others. Promoting
       learning and knowledge management/sharing is the responsibility of each staff
    Informed and transparent decision making

HR Certification programme

VI. Recruitment Qualifications

Education:                      Secondary Education with specialized certification in HR.
                                University Degree in Business or Public Administration would
                                be desirable, but it is not a requirement.

Experience:                     5 years of relevant HR and/or administrative experience is
                                required at the national or international level. Experience in the
                                usage of computers and office software packages (MS Word,
                                Excel, etc) and experience in handling of web based
                                management systems.

Language Requirements:          Fluency in the UN and national language of the duty station.

VII. Signatures- Job Description Certification

Incumbent (if applicable)

Name                           Signature                           Date

Name                           Signature                           Date
Chief Division/Section

Name                           Signature                          Date


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