Background
The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.
Within the Fiji Multi Country Office (MCO) of the UNDP Pacific Office, the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and MCO transactions support. The team further provides demand driven Common Services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.
Under the direct supervision of the Human Resources Analyst, the HR Assistant ensures execution of transparent and efficient HR support to the UNDP Pacific Office in Fiji.
The HR Assistant works in close collaboration with the operations, programme and projectsโ staff in the MCO and UNDP HQs staff for resolving HR-related issues and information exchange.
Duties and Responsibilities
a) Supports the administration and implementation of HR strategies and policies focusing on achievement of the following results:
Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures, and strategies; effective implementation of the internal control framework. In consultation with the direct supervisor and office management, provide input to the CO business processes mapping and elaboration of the content of internal HR management Standard Operating Procedures (SOPs) where needed in CO to supplement SOPs issued by GSSC/OHR. Provision of information to management and personnel on corporate strategies, especially the People for 2030 strategy, rules and regulations, policies and procedures.b) Provides HR services focusing on achievement of the following results:
Document Verifications (Position creation form/ TOR/ Recruitment Strategy/ Remuneration Tool/Organigramme) Support personnel in position creation and in submission for classification Conduct of recruitment processes including submission for vacancy announcement, screening of candidates, facilitation of interview, participation in interview panels. Send out confirmation of interest to selected candidates. Support GSSC in the preparation of contracts (fixed-term, PSA) including remuneration negotiations and candidate onboarding and offboarding. Submission for Hire Cases for Regular & Short-term PSA and FTA Cost Recoveries/ DPC for UN agencies and projects Timely follow up with local finance and GSSC on payroll issues. Support maintenance of the MCO staffing table. Maintenance of proper filing system for HR records and documents. Support with weekly recruitment reporting Keep record of all recruitment casesย
c) Supports facilitation of knowledge building and knowledge sharing in the MCO focusing on achievement of the following results:
Support in the conduct of trainings for the operations/ projects staff on HR issues. Support in conduction of HR induction. Synthesis of lessons learnt and best practices in HR. Sound contributions to knowledge networks and communities of practice.d) Supports the conduct of UN-related surveys focusing on achievement of the following results:
Collection of information and preparation of reports for comprehensive and interim local salary, hardship, and place-to-place surveys.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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 and Technical Competencies.
HR - Talent Acquisitionย
Talent Sourcing and Outreach - Knowledge of and ability to develop and implement strategies, mechanisms and platforms to ensure effective outreach to the relevant segments of the labor market, activity and passive candidates internally and externally.
HR - Recruitment
Recruitment Design and Management - Knowledge of, ability to design and manage end to end recruitment processes. Assessment and Selection - Knowledge and ability to apply various candidatesโ assessment and selection methodologies, tools and platforms, ability to effectively align them with specific recruitment needs.Business Developmentย
Human Centered Design - Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process Knowledge and understanding of human centred design principles and practices.
Business Management
Communication - 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. Ability to manage communications internally and externally, through media, social media and other appropriate channels. Customer Satisfaction/Client Management - Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs. Provide inputs to the development of the customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate clients upcoming needs and concerns.Required Skills and Experience
Education:
Secondary education with specialized certification in HR, Operations, Administration, Business, or related field
OR
Bachelorโs University Degree in HR, Finance Business or Public Administration, or a related field
Experience:
High School Diploma - 5years of progressively responsible HR and/or administrative experience is required at the national or international level.
OR
Bachelorโs Degree - 2 years of progressively responsible HR and/or administrative experience is required at the national or international level.
Required Skills
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems. Experience with recruitment processes Experience with administration of HR processes such as performance management, learning and development, salaries and benefitsDesired Skills
Experience in communicating HR information: Excellent communication skills โ communication is an integral part of this role. The HR Assistant is required to daily communicate with personal internal and external to the organisation. Experience with managing personnel documents and information: Confidentiality โ the nature of the work requires handing personal information. The HR Assistant is expected to always exercise discretion and confidentiality. Experience with informing and advising on integrity and ethics: Integrity โ due to the sensitivity of HR information, the HR Assistant is expected to abide by the highest standards of integrity and ethics Experience with managing Recruitments at National & International levelRequired Language
Fluency in English and Itaukei and/or Fiji Hindi is requiredProfessional Certificates
Professional HR certification(s) is an advantage.Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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