Human Resources Assistant

The General Operations Team is responsible for premises, facilities, asset management, travel management and BMS Operations.  Within the General Operations, BMS Operations team provides integrated, customer-centric, solutions focused, cost efficient, and effective services to BoM Functional Units.

Reporting to the Manager, BMS Operations, the post is responsible for the collaborative and client oriented provision of general administrative and Human Resources certification services and transactional services to global UNDP clients as well as other sister agencies.

Due to the nature of the functions, the incumbent is expected to be on-site during normal working hours.  

1) Provision of HR administrative services

• Issuance of routine correspondence and verified certifications for clients  as requested;
• Prepares documentation for the signatory authority for the certification upon issuance of new or extension of UN travel document, for all staff globally both UNDP and other UN sister agencies;
• Provides support in the implementation of the regulations related to G-4/G-5 visa issuances, through appropriate certifications;
• Reviews and certifies the necessary documentation for the issuance of UN Grounds Pass for New York based UNDP staff members and those who are on mission/temporary assignment in HQ;
• Reviews and provides certification services for adjustment of legal status, employment authorization for eligible family members of HQ-based personnel

2) General Administrative Support

• Keeps track of services  provided and flag urgent requests as and when needed to other partners;
• Undertakes other relevant and related assignments, in support of team effectiveness.

3) Team Performance

• Proposes improvements in procedures, approaches and guidelines based on lessons learned and client feedback on various service areas;
• Collaborating and sharing information with regard to HR certification areas with all staff within General Operations;
• Performs the absence processor role for General Operations;
• Performs other operational tasks as back-up within BMS Operations team including but not limited to procurement (buyer role) and general administrative tasks. 

4) Knowledge Management

• Participation in the trainings for the staff on administrative and HR matters;
• Contribution of inputs to knowledge networks and communities of practice;
• Shares updated policies and procedures on HR certification service lines with clients.

Competencies

• Secondary education is required, and specialized training in human resources management and/or administrative support is an advantage.
• Bachelor's Degree in Human Resources, Business or Public Administration or in any relevant area will also be given due consideration, but is not a requirement.

• Minimum 5 years (with Secondary education) or 2 years (with a Bachelor's degree) of progressively responsible administrative and/or HR experience is required.
• Familiarity with the procedures and policies of processing and issuance of UN travel documents, G4/G5 visa for HQ, HQ grounds pass, etc. 
• Knowledge and understanding of UN staff rules and regulations an asset.
• Prior working experience with UN system a plus.
• Familiarity with ERP system and UNAll an asset.

Language:

• Fluency in English. 
• Working knowledge of another UN language is an advantage, particularly Spanish or French.