Background
Under the overarching guidance of the Regional Representative of UNODC and the direct oversight of the Head of Operations, the Human Resources (HR) Assistant shall assume responsibility for a comprehensive array of tasks concerning personnel administration, inclusive of the recruitment and appointment of local staff in adherence to the provisions delineated within the UNDP/UNODC Staff Rules and Regulations.
Duties and Responsibilities
1.Summary of Key Functions:
- Execution of HR strategies
- Provision of HR services
- Support for knowledge acquisition and dissemination
Specifically, the individual in this role will be tasked with:
1.Ensuring the implementation of HR strategies with a focus on achieving the following outcomes:
- Complete adherence of HR processes and documentation to the rules, regulations, policies, and strategies of UNDP/UNODC.
- Contribution to the mapping of business processes within the Regional Office and development of internal Standard Operating Procedures (SOPs) in HR management, in collaboration with the immediate supervisor and office management
2.Implements HR services with a focus on achieving the following outcomes:
- Gathers background information and Terms of Reference (ToR) from project coordinators or Heads of sections regarding vacant positions to be filled, and prepares the necessary administrative documentation (job descriptions, requests for vacancy announcements or publications, etc.).
- Constructs Job Openings for international staff in INSPIRA and coordinates the recruitment process in close collaboration with UNODC HQ.
- Assists in the preliminary screening of candidates based on selection criteria and in the preparation of final evaluation tables. Prepares minutes and reports (Process Verbale) related to the selection committeeโs recommendations. Maintains electronic records and hardcopy files of such documentation for project auditing purposes.
- Assists in the preparation of contract letters for local staff and consultants, ensuring their timely submission to UNDP for approval.
- Monitors and maintains the Field Office Human Resources Management (FOHRM) Platform, ensuring that personnel data are up-to-date.
- Monitors the contractual status of project personnel and provides advice on timely actions required for contract extension or renewal.
- Maintains a separate staffing list that serves as a monitoring tool against information contained in FOHRM, as well as enhancing management decisions on human resources planning.
- Assists the Finance Unit in clarifying and reconciling monthly UNDP payroll EOIVs against information contained in FOHRM or staff contracts.
- Organizes orientation and induction programs or meetings for newly recruited staff (both local and international) regarding the organization's operations, locating the Security and Safety team (UNDSS), canteen facilities, and finding accommodation for international staff, etc.
- Ensures that new and existing staff are briefed or informed about new HR rules and regulations from both HQ and UNDP.
- Prepares documentation for a variety of personnel actions (e.g., separations, promotions, contract extensions, salary increments, etc.) and ensures proper filing of personnel records by project and individual staff.
- Reviews Performance Evaluation Reports for correctness with regard to proper procedures being followed.
- Ensures a proper and efficient staff attendance system and serves as the focal point for all leave requests.
- Maintains a personnel trending file on a monthly/yearly basis that can be used to monitor staff movement over specific periods.
- Maintains a register of training undertaken during the year and, in consultation with the Head of Operations, conducts periodic analysis of training needs.
- Acts as the liaison staff between UNDP/HQ and ROSEN in relation to personnel administration.
- Conducts exit interviews for separating staff members and assists them with clearance and separation formalities.
3.Supports knowledge building and knowledge sharing with a focus on achieving the following outcomes:
- Participation in training sessions for operations/projects staff on HR matters.
- Contribution to knowledge networks and communities of practice.
Undertake any additional tasks as assigned by the supervisor.
Competencies
Relevant skills for the organization
- Demonstrating commitment to the mission, vision, and values of the United Nations;
- Showing sensitivity and adaptability to differences in culture, religion, race, gender, nationality, and age;
- Upholding and safeguarding ethics and integrity;
- Demonstrating business acumen and sound judgment;
- Exhibiting initiative-taking capacity;
- Collaborating effectively in teams and facilitating work with colleagues;
- Facilitating and encouraging communication within the team, communicating effectively;
- Creating synergies through self-mastery;
- Managing conflicts;
- Learning and sharing knowledge, encouraging others to do the same;
- Making transparent decisions based on information.
Functional Skills:
Building Strategic Partnerships
- Analyzing general information and selecting documents to support partnership-building initiatives;
- Promoting organizational learning and knowledge sharing;
- Researching best practices and proposing new, more effective ways of operating.
Understanding of Work and Technical Expertise
- Understanding the key processes and methods of the position;
- Possessing a basic knowledge of organizational policies and procedures relevant to the position and consistently applying them during work tasks;
- Demonstrating a good understanding of information technology and applying it during tasks.
Promotion of Organizational Change and Development
- Demonstrating the ability to identify problems and propose solutions.
Design and Implementation of Management Systems
- Using information/databases/other management systems.
Client Orientation
- Reporting to internal and external clients in a timely and appropriate manner;
- Organizing and prioritizing work schedules to meet the needs and deadlines of clients.
Promotion of Accountability and Results-Based Management
- Gathering and disseminating information on best practices in accountability and results-based management systems.
Impact of Results:
The key results have an impact on the execution of the HR services in terms of quality and accuracy of work completed. Accurate data entry and presentation of financial information and client-oriented approach enhances ONUDC capability in the HR management.
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 proposes 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 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 the ability to identify problems and propose 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 manner
- 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 practices in accountability and results-based management systems
Core compรฉtences:
- Excellent communication and interpersonal skills.
- Ability to work effectively in a team.
- Strong customer service skills.
- Capacity to collaborate with individuals of diverse nationalities, cultures, etc.
- Solid analytical, organizational, and drafting abilities.
- Capability to work autonomously with minimal supervision.
Required Skills and Experience
Education
- Baccalaureat with specialized certification in HR or Public Administration, Economics, Sociology, and Political Sciences
- Bachelor's degree in HR, Public Administration, Economics ,Sociology, and Political Sciences
Experience
- For candidates with a bachelor's degree, a minimum of five (5) years of relevant professional experience in the field of human resources or general administration is required, or at least two (02) years of experience for candidates with a bachelor's degree or an undergraduate degree.
- Experience in using computers and office software packages (MS Word, Excel, etc.), as well as experience in handling web-based management systems.
Languages:
Fluency in both English and French is required.
- Gathers and disseminates information on best practices in accountability and results-based management systems
- Uses information/databases/other management systems
- Demonstrates the ability to identify problems and propose solutions
- Researches best practices and proposes new, more effective ways of doing things
- Analyzes general information and selects materials in support of partnership-building initiatives
- Gathering and disseminating information on best practices in accountability and results-based management systems.
- Using information/databases/other management systems.
- Demonstrating the ability to identify problems and propose solutions.