Operations Assistant, Human Resources (Limited to Sri Lankan Nationals only)

Background

UNDP in Sri Lanka is reorganizing internally and moving to an integrated collaborative business model. Internally, an energetic and innovative team will converge around the planning, design, implementation and quality assurance of an integrated programme in a fast-paced environment. Fostering strategic partnership and alliances with different stakeholders will require a team which consistently approaches work with energy and a positive, constructive attitude and has a strong client orientation. Strong UN partnerships are valued for Delivering Together in a true spirit of collaboration and teamwork.

Post Context:

Under the guidance and supervision of the Human Resources Analyst, the Operations Human Resources (HR) Assistant provides Human Resources (HR) services ensuring high quality, accuracy and consistency of work.

The Operations (HR) Assistant promotes a client-oriented approach which is consistent with UNDP rules and regulations. The incumbent is entrusted with the backstopping of HR services performed by the Human Resources Analyst including those related to the management of recruitment processes as well as the performance of preliminary research and extraction of HR data and LMS resources to supplement learning and development tasks in the CO.

    The Operations (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. S/he will ascertain client’s HR needs as well as those provided through the feedback loop to ensure excellence by the HR team in  the provision of common services to the CO and sister agencies.

Duties and Responsibilities

Summary of Key Functions:

1. Implementation of HR strategies
2. Implementation of HR services
3. Support to staff career management and career development
4. Support to UN-related surveys
5. Support to knowledge building and knowledge sharing

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.
• Input to the Country Office (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.
• Provision of background information for drafting Whole Office Learning
• Creation/update of positions in our corporate computer based Enterprise Resource Planning system (Atlas), association of positions to Chart of Accounts (COAs), update of COA information, setting up vendor performing the functions of Admin.HR Position Administrator and Absence Processor in Atlas. Preparation of contracts (Fixed Terms, Service Contract and Individual Contracts)
• 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 (CRP). Backstops secretariat support by HR Analyst of CRP’s reviews for appointments including drafting of corporate reports.
• Update of the CO rosters.
• Maintenance of proper filing system for HR records and documents.  In addition, incumbent is expected to provide additional support in this regard to administrative processes in the CO.
• Provision of information for cost-recovery bills in Atlas for HR services provided by UNDP to other Agencies.

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

• Provision of background information to the Performance Management and Development (PMD) plan and individual learning plans.
• In close collaboration with HR Analyst, conduct preliminary research in the Learning Management System (LMS) to match available resources to the needs of staff
• Support the Learning Manager (HR Analyst) in the compilation of relevant career development work as well as the development of skills inventory of staff.

    4.  Ensures effective administrative and logistical support of UNDP and Interagency common services focusing on achievement of the following results:

• Performance of a Buyer role in Atlas and preparation of Purchase Orders for travel activities when related to new assignments.
• Backstop arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas and other documents for UNDP staff and fellows.
• Administrative support to conferences, workshops, retreats especially when related to HR matters.
• Provides support in the coordination and preparations of seminars, workshops, events, etc. national and international.
• Extraction of data from various sources. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports to enable a proper decision making by senior HR and Operations staff.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assistance in the preparation of budget, provision of information for audit.
• Support in administrative and logistical services to UN agencies in the country as well as assists in the implementation of security protocols in the CO.

       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.
• Support the management of data entry if/when required and conduct preliminary research to establish country parameters.
• Support the preparation of UN mandatory surveys such Place-to-Place Survey, Daily Subsistence Allowance, Hardship classification etc.

       6. 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 including participating in Yammer on best HR practices.

Competencies

Functional Competencies:             

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

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 learning
• Demonstrates good knowledge of information technology and applies it in work assignments

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 member.
• Informed and transparent decision making

HR Certification programme

Required Skills and Experience

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

Fluency in English and language of the duty station.

ONLY QUALIFIED SRI LANKAN NATIONALS NEED APPLY