Personnel Management Assistant (NPSA-5)

Belgrade

Organization: UNDP - United Nations Development Programme
Location: Belgrade
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Human Resources
- Administrative support
Closing Date: Closed

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

In the context of the adoption of the Sustainable Development Goals (SDGs) by member States of the United Nations (UN), UNDP has supported Member States and other stakeholders in implementing commitments – which set concrete aspirations to end hunger and disease for all people in the world; fight inequality and discrimination; promoting sustainable production and consumption systems and combating climate change.

Supporting the implementation of the 2030 Agenda and the SDGs in Serbia is an essential part of UNDP’s mandate, and UNDP has been working, in partnership with the Serbian government and other partners, on social mobilization and territorialization of the SDGs to reach areas and communities where progress has been slower and assure that “leave no one behind”. The focus is on strengthening institutional capacities and social participation mechanisms to ensure the design and implementation of inclusive public policies in a friendly and profitable business environment respecting and preserving the environment.

Under the guidance and supervision of Human Resources Analyst, the Personnel Management Assistant provides support to HR strategy, such as contract administration regarding personnel hired under Personnel Services Agreement (PSA), Service Contracts (SC) on behalf of other UN agencies and Internship modality including recruitment and selection process, ensuring high quality, accuracy and consistency of work.

The Personnel Management Assistant will work under guidance and direct supervision of the Human Resources Analyst.

Duties and Responsibilities

The Personnel Management Assistant works in close collaboration with the operations, programme and projects’ staff in the CO to exchange information and ensure good quality service delivery.

Summary of key functions:

Provides support to the Operations and Projects in the following areas of HR Services related to Personnel Services Agreements, Service Contracts and Internships:

Implementation of selection processes including drafting Terms of Reference in line with the standard template
Implementation of selection processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview/selection panels for Service Contracts and Internship processes;
Provide guidelines and ensure that Education, work experience and competencies are aligned with the corporate standards;
Provision of input to position creation for PSAs;
Provide support in preparing the Recruitment Strategy for PSAs;
Provision of input to job classification process by compiling relevant documentation and submit the case to Global Shared Services Center (GSSC);
Follow up on with GSSC on the vacancy announcement;
Organize and act as Panel Secretary in in-person interviews for Personnel Services Agreement and Service Contract positions including drafting Interview report, follow up with panelists and candidates on the process;
Follow up with GSSC on the PSA case submitted processes (i.e. timely reference checking, sending of offers, medical clearances when needed, contract preparation and approval, vendor submission);
Regular maintenance and filing upon finalization of recruitment processes;
Timely compile relevant documentation for contract extension;
Submit the request for contract extension or termination of contracts in line with the GSSU timeline.
Codify and share knowledge by capturing best practices, lessons learned and clients feedback;
Performing other duties as required.

Competencies

Core

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

*Thematic Area*	*Name*	*Definition*
*Business Development*	*Human-centered Design*	*Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process*
*Business Development*	*Integration within the UN*	*Ability to represent UNDP and productively share UNDP knowledge and activities; advocate for UNDP, its values, mission and work with various constituencies*
*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*
*HR - Recruitment*	*Assessment and selection*	*Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs*
*HR - People strategy and planning*	*Job evaluation*	*Knowledge of the UN job evaluation methodology, theory and application*

Required Skills and Experience

Education:

Secondary Education.
Bachelor’s Degree in social sciences will be given due consideration.

Experience:

Minimum 5 years with Secondary education or 2 years with a Bachelor’s degree of relevant administrative experience in operations support, preferably supporting a human resources management area.

Required skills:

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability,
Excellent analytical and organizational skills,
Demonstrates integrity by modeling ethical standards,
Focuses on impact and result for the client and responds positively to critical feedback,
Attention to detail,
Excellent teamwork skills,
Good organizational and time management skills,
Excellent communication skills.

Desired skills in addition to the competencies covered in the Competencies section:

Work experience in an international organization, government institution, or non-governmental organization would be an asset.
Proficiency in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems,
Understanding of Serbia's political, institutional, and socio-economic situation.

Required Language(s):

Excellent knowledge of written and spoken English and Serbian language.

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials

Disclaimer

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.

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This vacancy is now closed.
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