Human Resources Clerk

Havana

Organization: UNDP - United Nations Development Programme
Location: Havana
Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Human Resources
- Administrative support
- HUMAN RESOURCES
Closing Date: Closed

Background

Under the guidance and supervision of the Human Resources Associate, the Human Resources Clerk provides support to HR services in a Country Office ensuring high quality of work, accurate, timely and properly recorded/documented service delivery, execution of efficient HR services in CO. The HR Clerk promotes a client-oriented services and consistent with rules and regulations approach in the Unit.

The HR Clerk works in close collaboration with the Management Support and Business Development, Programme, Operations teams and projects’ staff in the CO staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1.Support to implementation of HR strategies and policies

2.Provision of Staff administrative services

3.Support to Staff Performance Management and Talent Development

4.Support to UN-related surveys

5.Support to knowledge building and knowledge sharing

1.Support to implementation of HR strategies and policies

2.Provision of Staff administrative services

3.Support to Staff Performance Management and Talent Development

4.Support to UN-related surveys

5.Support to knowledge building and knowledge sharing

1.Provides support to the implementation of HR strategies, policies and procedures focusing on achievement of the following results:

Full compliance of HR processes and records with UN/UNDP rules, regulations, policies, procedures and strategies.

Provision of inputs to preparation of administrative team results-oriented workplans.

Support to Recruitment and Selection processes: preparation of support documents for Panels/CRP Minutes and collection of background information/documents for submissions to the Compliance Review Panel (CRP).

Support to provision of information to the management related to HR figures, staffing table and organizational chart.

2.Provides support to the Implementation HR administrative services focusing on achievement of the following results:

Processing of different contract type modalities (PA, FTA, TA, SC, UNV, IC) and tracking of HR transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas.

Provision of inputs to the CO staffing table and CO rosters.

Support of administrative services to the staff related to official visas, Ministry of Foreign Affairs permits, license cards, access to medical services, UNLPs processing, etc.

Provides support in oversight on missions

Preparation of routine correspondence, memorandum and reports in accordance with CO SOPs.

Extracting, inputting, copying and filing data from various sources.

Maintenance of proper filing system for HR records and documents.

Provides support services to RCO

Provides support in systematization and monitoring of overtime

3.Provides Support to Staff Performance Management and Talent Development

Support to preparation of Staff Learning Plans

Compilation of information for Talent Management Review Group

Maintenance of updated Lists of UN Mandatory Courses completion status by the staff

Support to presentations/workshops for the Staff on HR performance management and career development, Annual Staff Performance Revision, benefits and Entitlements, etc.

Support to the preparation and implementation of Action Plans related to Global Staff Surveys results, Staff Wellbeing, etc.

4.Provides support to the conduct of UN- and UNDP-related surveys focusing on achievement of the following results:

Collection, copying, filing data for UN related surveys: comprehensive and interim local salary, support to LSSC, DSA, 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 training /virtual meetings for the operations/projects staff on HR.

Contribution to knowledge networks and communities of practice.

Competencies

OPERATIONAL EFFECTIVENESS

Ability to perform a variety of repetitive and routine tasks and duties related to human resources

Ability to review data, identify and adjust discrepancies

Ability to handle a large volume of work possibly under time constraints

Good knowledge of administrative rules and regulations

Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required

Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service

Ability to organize and complete multiple tasks by establishing priorities

MANAGING DATA

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases

Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative

Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy

Interprets data, draws conclusions and/or identifies patterns which support the work of others

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS

Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software

Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction

Shows sound grasp of grammar, spelling and structure in the required language

Ensures correspondence, reports and documents comply with established UN standards

Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING

Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships

Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines

Demonstrates ability to quickly shift from one task to another to meet multiple support needs

Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

Minimum educational requirement of High School/Technical School (Mínimo Nivel Medio Superior: Preuniversitario o Técnico Medio).

University Degree in Social Sciences, Sciences of Education, Business Administration or areas related to Human Resources Management would be an asset, but it is not a requirement.

Experience:

4 years of relevant administrative experience. Relevant working experience in Human Resources administrative services would be an asset.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

Fluency in the UN and national language of the duty station (Spanish) and working knowledge in English

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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This vacancy is now closed.
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