UNITED NATIONS DEVELOPMENT PROGRAMME

I. Position Information

• Job Code Title: Human Resources (HR) Assistant
• Contract Modality: FT Contract (GS5)
• Supervisor: Business Center Manager and direct supervisor HR Manager

Under the guidance and direct supervision of the HR Manager, the HR Assistant provides functional and operational support in a full range of CO HR services ensuring their transparency and integrity. The HR Assistant promotes a collaborative, client-oriented approach and promotes the maintenance of high staff morale.

The HR Assistant works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex HR-related issues and information delivery.

Summary of Key Functions:

• Support to the implementation of both global and local HR policies and initiatives
• Provide support to the UNDP Country Office and projects on a wide range of Human Resource Management issues.
• Effectively update and maintain relevant HR data through available electronic and web based tools.
• Facilitate knowledge management initiatives on a wide range of HR related issues
• Perform miscellaneous clerical HR related functions including support of procurement of services process (when required)

Support to the implementation of both global and local HR policies and initiatives

• Keep abreast of current global and local corporate HR strategies, assessing the impact of any changes and making recommendations on new or revised procedures and practices. Advocate for and implement corporate HR strategies, policies, and tools (e.g. National Staff Career development, Gender, Harassment, Work-Life, etc).
• Implement and follow up on changes in administrative rules, regulations and procedures.
• Provide support and information on the implementation of personnel rules, regulations and procedures including UNDP Personnel Manual, Staff Rules and Regulations, Local Salary Survey Manual, UNDP circulars, etc.
• Brief and guide clients and partners on the application, interpretation and implementation of entitlements for international and national staff and their eligible dependents. Coordinate closely with the HR Associate and the Business Centre Manager to ensure accuracy and appropriateness of same. Reply to queries from staff and other UN agencies on work related issues as appropriate.
• Advocate for, propose and implement CO change management processes. Be an active change agent in the CO and take initiatives to propose improvements where deemed necessary through a consultative process.
• Participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes, train staff and make recommendations for follow up actions.
• Liaise with other CO and the SURF on all HR related issues that might need a clarification.
• Provide UNDP management with strategic human resources data, including statistics and consolidated information on corporate HR issues, including gender.

Provide support to the UNDP Country Office and projects on a wide range of Human Resource Management issues.

• Provide support to the day-to-day operation of the Human Resources Unit under the guidance of the HR Associate and Business Centre Manager. Be an effective team member of the HR unit and the Business Centre and ensure timely delivery of quality and professional HR services to the CO and clients alike.
• Facilitate the recruitment processes for local and international staff including creating job descriptions/TORs, vacancy announcements, screening candidates for basic qualifications, administering clerical tests and convening interview panels.
• Ensure personnel contracts and other HR-related issues are prepared according to the Personnel Rules/Regulations and that procedures are strictly adhered to.
• Regularly update the roster of national and international consultants and specialists as well as national and international institutions for participation in UNDP’s programme activities.
• Act as a Secretary of the Local Appointment and Promotion Board.
• Prepare and process contracts (Fixed Term, ALDs, Service Contracts, Special Service Agreements, etc) and ensure that contractual status, benefits and entitlements are entered in a timely fashion in Atlas to support the Global Payroll System.
• Facilitate enrollment under health, pension and life insurance for newly recruited staff on FT, ALD and SC through Atlas.
• Facilitate the deployment of both national and international Staff and Experts including induction/briefing, administration of terms, conditions and benefits, and repatriation/reassignment coordination.
• Maintain and update confidential HR & personnel records for UNDP and project recruits under Service Contracts and ALDs;
• Regularly update all HR related records and documentation to support data entry into Atlas and generate required HR reports for monitoring purposes.
• Prepare correspondence of a complex or sensitive nature, including letters of termination. Draft correspondence, evaluations and special reports as required on general and substantive issues related to HR administration, staffing table, MIP and UNJSPF.
• Provide human resources assistance to the short/long term project personnel hired under UNDP programmes / projects as well as UN agencies when authorized by them.
• Provide possible input to the UNDP effort to harmonize and streamline the HR policies and procedures on Personnel/Recruitment and propose the necessary changes to be introduced in the UNDP Operations Manual.
• Facilitate medical entry and periodic examinations and UNJSPF matters for UN/UNDP projects and office staff.
• Facilitate contracting, travel and other administrative matters for UN/UNDP international consultants.
• Conduct exit interviews.

Effectively update and maintain relevant HR data through available electronic and web based tools.

• Through Atlas, process all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries and adjustments.
• Establish and maintain a system for monitoring and tracking transactions within the unit to ensure timely, consistent and equitable administration of services and customer focus.
• Regularly update the country office staffing table and generate management information report as required.
• Verify and review staff monthly payroll, taking into account any recoveries from staff. Process Requests for Emergency, Special and other salary advances.
• Maintain and update a web based system of personnel files, policy documentation, guidelines, circulars and applicants roster.
• Constantly improve and update the setting of the web-based vacancy announcements system to include new advanced features for both applicants and UNDP staff.
• Keep a user friendly, up-to-date compendium of relevant manuals and circulars online.

Facilitate knowledge management initiatives on a wide range of HR related issues

• In the context of the CO’s Human Resources Learning and Knowledge-Management strategies: facilitate in planning, propose, develop and implement key elements and initiatives covering staff training/development, learning, mentoring, team building, and knowledge management. Actively promote and support learning initiatives throughout the CO.
• Access, build and share knowledge on human resources practice in knowledge networks and communities of practice.
• Prepare circulars on key personnel policies of UNDP to both country office and project staff. Stay networked with the UNDP HR focal points in different COs, share knowledge and lessons learnt with them.
• Provide advisory services and training on various personnel matters.
• Regularly update and conduct training courses with the projects administrative staff on the new personnel and recruitment procedures.

Perform miscellaneous clerical HR related functions including support of procurement of services process (when required)

• Support UNDP and project staff to access best insurance schemes and health services.
• Be responsible for the timely issuance of UNDP ID cards.
• Be the focal point for the LPE in Ukraine.
• Be responsible for leave management of both national and international personnel.
• Provision of inputs to preparation of procurement plans for the office.
• Support to organization of procurement of services processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
• Perform other duties as required.

V. Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

• Shares knowledge and experience
• Encourages office staff to share knowledge and contribute to UNDP Practice Areas
• Develops substantive knowledge of one or more Practice Areas
• Promotes a learning environment in the office
• Provides helpful feedback and advice to others in the office
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

• Ability to perform a broad range of specialized activities related to HR management, including administration of recruitment, contracting and performance evaluation, monitoring of transactions, reporting
• Strong IT skills
• Ability to provide input to business processes re-engineering, implementation of new systems

• Focuses on result for the client
• Consistently approaches work with energy and a positive, constructive attitude
• Demonstrates strong oral and written communication skills
• Remains calm, in control and good humored even under pressure
• Demonstrated openness to change and ability to manage complexities
• Responds positively to critical feedback and differing points of view
• Solicits feedback from staff about the impact of his/her own behavior

Education: University Degree in HR, Business or Public Administration.

Experience: At least 3 years of progressively responsible HR and/or administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.

Language Requirements: Fluency in English, Russian and Ukrainian.

Applications (most recent CVs) in English language are to be submitted to the e-mail address: vyacheslav.egorov@undp.org, or fax (044) 253-26-07.

Applications are to be submitted separately for each vacancy announcement. Please indicate "HR Assistant" in the Subject line of your message. Please also mention the minimal salary level expected in your application/CV.

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancies. We regret that we will not be able to acknowledge all unsolicited general applications for employment.

THIS POST IS OPEN FOR UKRAINIAN NATIONALS ONLY