Office/Unit/Project Description
You are invited to join a team of dedicated development professionals whose primary role is to support the Philippines to achieve the 2030 Agenda. As part of the UNDP team your focus will be to work with multiple stakeholders to find the country specific solutions that lead to the eradication of poverty and to ensure no one is left behind - and we reach those furthest behind first.
We place a premium on national ownership in the analysis, design, and implementation of solutions, as well as a partnership-based approach to leverage the range of skills and resources needed – public and private. We work closely with all stakeholders in society to find innovative solutions to old development problems. We are looking for people who are enthusiastic, motivated, and committed to making a positive contribution to Development in the Philippines.
The Human Resources (HR) unit provides stellar 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.
Under the overall guidance of the Operations Manager and direct supervision of Human Resources Associate/Lead, the HR Assistant provides HR services to the CO ensuring high quality, accuracy, and consistency of work. The HR Assistant promotes a client-oriented approach in the HR unit consistent with UN/UNDP HR rules, regulations, policies, and procedures.
The HR Assistant 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 ensure consistent service delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams to enhance and enable horizontal collaboration.
Scope of Work
Summary of Key Functions:
- Provide support for implementation of HR strategies, processes and compliance
- Support implementation of HR services for the Country Office (CO)
- Support staff wellbeing, career development and performance management initiatives in the Country Office (CO)
- Support knowledge building and knowledge sharing in the Country Office (CO)
A.) Provide support for implementation of HR strategies, processes and compliance:
- Full compliance of HR processes and records with UN/UNDP rules, regulations, policies, and strategies.
- Provision of inputs to the Philippine Country Office business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.
- Provision of information to the management and personnel on HR rules and regulations.
- Assist in HR-related tasks such as data collection, document preparation, and compliance monitoring, as required.
- Provide administrative support for special projects requiring HR input, such as policy updates, and/or reporting requirements.
- Assist in monitoring HR dashboards compliance and trackers to support the corporate requirements including performance management and learning initiatives.
B.) Support implementation of HR services for the Country Office (CO)
- Collaborate with GSSC to streamline recruitment processes and manage contracts effectively.
- Develop draft job descriptions and vacancy announcements, compile candidate matrices, screen applications, verify credentials, request references, create shortlists/longlists, and organize interview panels, serving as panel secretary.
- Process personnel contracts, track position, recruitment, benefit, and separation data, and review monthly payroll information to ensure accuracy.
- Conduct new staff orientations and monitor onboarding progress to ensure smooth integration.
- Maintain and update the Country Office (CO) rosters to reflect current personnel.
- Establish and maintain an organized filing system for all HR records and documents.
- Provide backup support to the HR team, ensuring continuity of services during absences.
- Execute timely contract management actions, in consultation with the supervisor and CO management, to optimize contract efficiency.
- Contribute to the ongoing maintenance and updating of CO rosters as needed.
- Generate data for cost-recovery invoices in the ERP system for HR services provided to partner agencies.
- Administer administrative support to retirees, ensuring a smooth transition.
- Deliver comprehensive HR administrative support for the effective implementation of HR services to UNDP and partner agencies, and monitor service level agreements to ensure compliance.
C.) Support staff wellbeing, career development and performance management initiatives in the Country Office (CO)
- Coordinate logistical arrangements for HR Unit wellbeing initiatives, including team-building and wellness activities.
- Organize logistics for learning and development programs and workshops, ensuring smooth execution.
- Prepare and distribute materials for talent review exercises and staff engagement surveys.
- Contribute to the development of the Country Office-wide Learning Plan in collaboration with the HR Associate and Talent Development Manager.
D.) Support knowledge building and knowledge sharing in the Country Office (CO):
- Assist in developing materials for new or revised HR policies and guidelines to facilitate HR knowledge sharing.
- Coordinate HR learning events, such as Brownbag sessions and process refreshers.
- Provide follow-up support and information to participants after HR learning events.
- Contribute to internal and external 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.
Institutional Arrangement
Under the overall guidance of the Operations Manager, the Human Resources Assistant will be reporting to the Human Resources Associate / Lead in Operations Unit. The Human Resources Assistant will execute the function under the supervision of Human Resources Associate / Lead in Operations unit and work alongside with other team members in the Operations Unit.
The Human Resources Assistant works in close collaboration with the Programme, Operations, and project teams in the CO, UNDP HQ OHR Business Partners, and staff in Global Shared Services Centre (GSSC) and other UN Agencies to exchange information and ensure consistent service delivery.
Competencies Expected Demonstration of 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 ContinuouslyLEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with AgilityLEVEL 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 PartnerLEVEL 1: Demonstrates compassion/understanding towards others, form positive relationships
Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationCross-Functional & Technical competencies Thematic Area
Name
Definition Business Management
Operations Management
- Ability 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
Business Development
Knowledge Facilitation
- Ability to animate individuals and communities of contributors to participate and share, particularly externally.
Business ManagementCommunication
- Ability to communicate in a clear, conciseand 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
HR - Talent managementEmployee engagement
- Knowledge of theories and models of human motivation and engagement including the predictors of employee UNDP | People for 2030 – Competency Framework – Technical Competencies (2024) engagement; knowledge of and ability to guide application of tools, techniques, and processes to increase employee engagement; knowledge of tools and methodologies to measure employee engagement and to identify its specific drivers; knowledge of tools and methodologies to ensure regular engagement with personnel on key workplace matters, with a view to identifying the most pressing workplace issues.
HR - Recruitment
Recruitment design and management
- Knowledge of, ability to design and manage end to end recruitment processes HR- Learning and development
L&D planning
Ability to identify organizational learning priorities aligned with the business strategy using key stakeholder involvement to ensure appropriate learning and optimal return-on-investment\"
Minimum Qualifications of the Successful NPSA Min. education requirements
- Secondary Education is required
OR
- University Degree (Bachelor’s degree) in Human Resources, Business Administration, Social Sciences or other related areas will be given due consideration, but is not a requirement. Min. years of relevant work experience
- Minimum five (5) years (with Secondary education) or two (2) years (with Bachelor's degree)of progressively responsible human resources experience is required at the national or international level. Required skills
- Proven experience using computers and office software applications (MS Word, Excel, PowerPoint, SharePoint, Forms, etc.) Desired skills in addition to the competencies covered in the Competencies section
- Experience in various aspects of HR services, particularly on recruitment, onboarding, separation, salaries/benefits entitlement, and other administrative services is preferred.
- Experience and familiarity with HR policies, procedures, rules, regulations and best practices, preferably within the UN system or other international organizations is highly desirable.
- Experience in managing HR databases, personnel files, and employee records efficiently while ensuring data confidentiality and compliance with organizational policies.
- Experienceor familiarity with HR operating and reporting systems, including experience in the use of an ERP system (i.e. Oracle Cloud,SAP or PeopleSoft) is an added advantage.
Required Language(s)- Fluency in English and Filipino is required Professional Certificates n/a
The following documents shall be required from the applicants:
- Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
- A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
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.
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.
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.
- Fluency in English and Filipino is required Professional Certificates n/a
- Proven experience using computers and office software applications (MS Word, Excel, PowerPoint, SharePoint, Forms, etc.) Desired skills in addition to the competencies covered in the Competencies section
- Minimum five (5) years (with Secondary education) or two (2) years (with Bachelor's degree)of progressively responsible human resources experience is required at the national or international level. Required skills
- University Degree (Bachelor’s degree) in Human Resources, Business Administration, Social Sciences or other related areas will be given due consideration, but is not a requirement. Min. years of relevant work experience
- Secondary Education is required
- Knowledge of, ability to design and manage end to end recruitment processes HR- Learning and development
- Knowledge of theories and models of human motivation and engagement including the predictors of employee UNDP | People for 2030 – Competency Framework – Technical Competencies (2024) engagement; knowledge of and ability to guide application of tools, techniques, and processes to increase employee engagement; knowledge of tools and methodologies to measure employee engagement and to identify its specific drivers; knowledge of tools and methodologies to ensure regular engagement with personnel on key workplace matters, with a view to identifying the most pressing workplace issues.
- Ability to manage communications internally and externally, through media, social media and other appropriate channels
- Ability to communicate in a clear, conciseand unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
- Ability to animate individuals and communities of contributors to participate and share, particularly externally.
- Ability 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.