Human Resources Assistant

Background

 As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience.

UNDP connects countries to the knowledge, resources and networks they need to achieve development breakthroughs. Our work is summed up in our six signature solutions, adapted to context and powered by three potent enablers for greater impact. Responding in an integrated and coherent manner, we are determined to end poverty and hunger, protect the planet from degradation, ensure that all people have prosperous lives, with growth that occurs in harmony with nature, and to foster peaceful and inclusive societies. We are committed to mobilizing the means to implement the 2030 Agenda through a revitalized Global Partnership for Sustainable Development, based on a spirit of strengthened global solidarity.

UNDP has supported the Government and people of Liberia in their efforts to reduce poverty and inequality in a bid to attain sustainable development since 1977. This has been done by among other things strengthening and reforming governance institutions to be inclusive and participatory, developing the necessary regulatory frameworks, upholding human rights, and supporting growth of the private sector and civil society. Our United Nations identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations makes us a trusted partner for national and international development stakeholders.

UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking and thought leadership. We mainstream innovation, digitalization opportunities, gender equity and diversity/inclusion principles in all aspects of our work. Our staff consistently strive for excellence, effectiveness, efficiency and inclusion across all areas of work.

In close cooperation with the UNDP Programme teams and other Country Office units, the Operations team supports the UNDP Country Office and programme implementation through the provision of relevant and timely procurement, finance, ICT and digital services, General Administration services, and Human Resources support. This includes a focus on collaboration, innovation, speed and administrative efficiency as well as advisory services for enhanced planning. The unit contributes to a collective engagement with other teams, partners and UN Agency clients to offer timely, well-planned and efficient services that meet the standard and requirements of UNDP policies and procedures.

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.

Job Purpose and Organizational Context>

Under the overall guidance of the Deputy Resident Representative for Operations and direct supervision of Human Resources Associate, the HR Assistant provides proactive client-oriented execution of the full range of CO HR services ensuring their compliance with corporate standards, transparency and integrity.  The HR Assistant promotes a collaborative, client-oriented approach, with the objective to maintain high staff morale.  The key results have an impact on the overall efficiency of the CO including improved business results and client services.

The HR Assistant works in close collaboration with the operations, programme and projects teams  in the CO, GSSC and the respective teams in the Africa Regional Hubs and UNDP HQs staff ensuring successful delivery of HR services and products meeting the needs of the CO.

Duties and Responsibilities

1 . Ensures administration and implementation of HR strategies and policies

• Full compliance of HR processes and records with UN rules and regulations, UNDP policies, procedures and strategies.
• Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) and internal controls in HR,  in consultation with unit head, the direct supervisor and CO management, and in line with GSSC services.
• Provides support and information on corporate strategies, changes in policies, rules and regulations, implementation of personnel rules, strategic use of contractual modalities, application of entitlements, and change management processes.
• Maps CO HR business processes and elaborates on the content of internal Standard Operating Procedures (SOPs) in HR management.
• Support timely case submission to GSSC as needed, and proactively follow-up for timely case completion.
• Contribute to UNDP being a partner of choice for operational backbone services in the UN system, and to the development of strong client relationships with UN Agencies to which we provide Agency services.

2.Ensures effective implementation of HR services.

• Support to preparation of draft job descriptions, vacancy announcements; compiling matrixes, performing functions of Secretary in interview panels. 
• Ensures association of positions to chart fields (COAs), provides update of COA information, setting up vendor performing the functions of Admin.HR, Position Administrator (in absence of HR Associate) and Absence Processor in Quantum. 
• Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Quantum.
• Maintenance of the CO staffing table.
• Preparation of submissions, and coordination of work of the local review bodies.
• Perform general HR support, monitoring and management of Admin?HR, payroll, including update of the CO rosters.
• Maintenance of proper filing system for HR records and documents.
• HR and contract management support to other UN Agencies, and the compilation  of information for cost-recovery bills in Quantum for HR services provided by UNDP to other Agencies
• Coordinate closely with GSSC to ensure compliance and meeting the business needs of the CO

3. Facilitates performance and talent management, knowledge sharing and career development of staff 

• Support to the facilitation of the performance appraisal process and related activities and maintenance of the related data.
• Ensures the implementation of the performance planning and appraisal process for PSA and non-staff contract holders in the CO and projects. Provision of support and relevant guidance in addressing performance related cases.
• Input and support in the implementation of the Whole Office Learning plan and individual learning plans, in consultation with the Learning Manager, Learning Committee, Senior Management and other teams/unit heads.
• Support to the continuous rollout and implementation of HR People for 2030 strategy at the country level under the guidance of the DRR/O. Disseminate information related to People 2030 initiatives, participate in People 2030 engagement forums, contributes stories and updates to foster knowledge exchange.
• Provides input to and support to the development and implementation of CO plans and strategies for talent management in line with organizational goals.

4.    Supports conduct of UNDP and UN-related surveys

• Supports the collection of information for comprehensive and interim local salary, and participates in the work of Local Salary Survey Committee (LSSC). Supports  the Global Staff Survey (GSS), the hardship and place-to-place surveys.
• Collates and disseminates results of GSS and pulse surveys, together with direct supervisor, GSS working group and in consultation with the CO management and Staff Association, and provides input to the action plan and ensures its implementation.

5. .  Supports knowledge building and knowledge sharing in the CO

• Supports in the organization of trainings for the CO and project staff on HR issues, including induction for newly recruited staff.
• Contribution to knowledge networks and communities of practice, and regular update of the HR content of the CO intranet.

Competencies

• 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

Business management: Digital Awareness and Literacy

• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

 Business Development Knowledge Generation

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

Business Management Working with Evidence and Data

• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

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 knowledge Facilitation

• Ability to animate individuals and communities of contributors to participate and share, particularly externally

2030 Agenda: Engagement and Effectiveness SDGIntegration

• SDG Monitoring and Reporting

Partnership management Relationship management

• Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Required Skills and Experience

   Education

• Secondary Education is required.
• Bachelor’s Degree in HR, Business or Public Administration, Social Sciences and relevant fields would be desirable, but it is not a requirement.

Experience:

• Experience, Knowledge, and Skills
• Minimum of 5 years with Secondary Education or 2 years with Bachelor’s degree of relevant HR and/or administrative experience is required at the national or international level.
• Knowledge of Human Resources management practice in an organization of the United Nations system or similar international organization is desirable.
• Professional HR Cerification is a distinct advantage.
• Knowledge of UNDP policies and guidelines is an asset.
• Knowledge of the usage of computers and office software packages (MS Word, Excel, etc) and knowledge in handling of web-based management systems.

Language Requirement English