Human Resource Assistant- (Open to All Applicants)

Background

I. Background and Organizational Context

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). We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.
Based on the UNSDCF 2025-2030 in line with Djibouti Vision 2035 and the National Development Plan 2022-2024, UNDP Country program CPD has developed a new Country Programme for 2025-2030 focus on two pillars: Governance and Social cohesion and Economic Diversification and Resilience to climate change. The main objective of UNDP Djibouti country program is to accelerate the achievement of sustainable development goals. It tackles the interrelated challenges of development, climate risks and challenges through climate change adaptation and climate change mitigation, innovative and inclusive financing, provides assistance and resilience and seeks to reduce poverty, gender inequalities, geographic inequalities, and exclusion. It promotes environmental sustainability and resilience through integrated strategies. It supports the most vulnerable and strengthens national institutional capacities for inclusive growth, poverty reduction, prevention of violent extremism, climate action, and strengthening social cohesion.
The Human Resources (HR) unit provides support to Country Office (CO) management in ensuring that the office is appropriately staffed with high quality and engaged personnel who receive the guidance, feedback, and development they need to fully contribute to the CO’s agenda and Sustainable Development Goals.  The HR team applies strategic human resource management policies, procedures, programs and solutions – that leverage both technology and analytics – to promote a strong people management culture and high performing, diverse, inclusive and equitable workplace.

II. Position Purpose

Under the direct supervisor of the Operations Manager and Senior Management of the office and direct collaboration with functional units within the office at the regional bureau for Arab states, the HR Assistant ensures:
    Executes transparent and efficient HR services in Djibouti Office as per UNDP rules and regulations
    Promotes a collaborative, client-oriented approach and supports the maintenance of high staff morale.
    Will lead clerical and strategical tasks required by the Djibouti Office.
    Works in close collaboration with the Programme, Operations, and project teams in the CO, UNDP HQ OHR Business Partners, and staff in GSSC and other UN Agencies to exchange information and resolve complex HR-related issues.
    To enhance cross functional collaboration to enable the Office to achieve its strategic goals.

III. Key Duties and Accountabilities

1.)   Support effective implementation of HR strategies.

    •     Ensure full compliance of HR processes and records with UN/UNDP rules, regulations, policies, and strategies.
•     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.
•     Collect information for UNDP’s participation in inter-agency exercises and surveys, such as comprehensive and interim local salary, hardship, and place-to-place surveys, in coordination with the direct supervisor.

2.) Implement HR services for the CO, including recruitment and staffing.

    •     Prepare draft job descriptions and vacancy announcements, compile matrixes, and perform functions of Secretary in interview panels for actions delegated to CO.  Provide support with the preparation of documentation to submit requests to GSSC for non-delegated actions. 
•     Request creation and update of positions in ERP (or create positions if delegated) and facilitate association and update of positions to chart fields, in coordination with budget owners.
•     Track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations through ERP.
•     Support the timely contract management actions, in consultation with the direct supervisor.
•     Maintain CO staffing table.
•     Update of the CO rosters where relevant.  
•     Provide information for cost-recovery bills in ERP for HR services provided by UNDP to other Agencies.
•     Maintain proper filing system for HR records and documents.
•     Provide administrative support to retirees as applicable.
•     Provide HR administrative support for the effective implementation of HR services to UNDP and partner agencies. 
3.)  Support effective staff performance management, talent management, and career development in the CO.

    •     Provide background information to formal CO management groups responsible for collectively reviewing and discussing CO staff performance, talent, and development needs.  Act as Secretary of panels when needed.
•     Provide background information for drafting CO-wide Learning plan. 
4.) Support knowledge building and knowledge sharing in the CO.

:    •     Participate in the training for the operations/projects staff on HR issues and all relevant matters.
•     Make sound contributions to knowledge networks and communities of practice.  
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities:  None

IV. Requirements:

Education
•     Secondary education is required, or 
•     A university degree in Human Resource, Business Administration, Public Administration, or an equivalent field will be given due consideration
•     with specialized certification in HR 
 

Experience, Knowledge, and Skills

•     Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant HR and/or administrative experience at the national or international level is          required.            
•     Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP. 
•     Previous UN working experience is an asset
 

Language Requirements

•     Fluency in French is required.
•     Fluency in another UN language would be an asset
•     Fluency in one of the local languages (Afar, Arab, or Somali)
 

Expected Demonstration of Competencies

Core Achieve Results  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink 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 feedbackAdapt 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, confidentEngage and Partner  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and Inclusion  LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

CrCross-Functional & Technical competencies (insert up to 7 competencies) Thematic AreaNameDefinitionBusiness ManagementCustomer Satisfaction/Client ManagementAbility to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.  Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.   Ability to anticipate client's upcoming needs and concerns. Business ManagementOperations ManagementAbility to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.  Knowledge of relevant concepts and mechanisms HRRecruitment Design and ManagementKnowledge of, ability to design and manage end to end recruitment processesHRAssessment and SelectionKnowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs HRPayroll ManagementKnowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reportsHRPerformance Management   Knowledge of and ability to guide the application of performance management theory, systems and tools, incl. articulation of expectations, setting objectives and performance standards; conducting performance related discussions and performance coaching; ability to develop performance management and appraisal processes that minimize biases

V. Keywords

Performance management
Career management/development
Recruitment
Learning planning
HR transactions

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. 

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. 

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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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