UNDP Jobs - 35435- Human Resources Clerk

Human Resources Clerk

Location :

Brasília, BRAZIL

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

17-Feb-13 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

Languages Required :

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the guidance and supervision of the HR Specialist/ Analyst, the HR Clerk provides support to HR services in a large Country Office ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Clerk promotes a client-oriented and consistent with rules and regulations approach in the Unit.

The HR Clerk works in close collaboration with the Management Support and Business Development, Programme, Operations teams and projects’ staff in the CO staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:
-Support to implementation of HR strategies
- Support to implementation of HR services
- Support to UN-related surveys
-Support to knowledge building and knowledge sharing

1. Provides support to the implementation of HR strategies focusing on achievement of the following results:
-Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies.
-Provision and support the HR supervisor with inputs to preparation of administrative team results-oriented work plans and the annual budget.
- Support the HR Analyst to the implementation of HR strategies, such as learning events, performance assessment, position administration, budget, wellness programme, cost recovery, long service awards.
-Collaboration to others matters as requested, such as, leaves administration, leaves monitoring, ASHI administration, files organization, etc.
- Support, upon requesting, the organization of recruitment and selection processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels. Provision of advice on recruitment in UNDP projects
- Support the collecting and validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies and to projects.
-Contribute to the CO management in contracts guidelines pertaining to staffing compliance.
- Support the development of efficient procedures and practices that contribute to enhanced and improved HR management.

2. Implements HR services focusing on achievement of the following results:
-Processing of contracts (FTAs, TAs, PAs, SCs, others ) and tracking of HR transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas.
- Provision of inputs to the CO staffing table and CO rosters.
-Support to effective learning management including support to establishment of the Whole Office Learning plan and individual learning plans in collaboration with the Learning Manager. Preparation of reports. Organize learning events.
- Preparation of routine correspondence, e-mails, memoranda and reports in accordance with CO SOP.
-Extracting, inputting, copying and filing data from various sources.
- Maintenance of proper filing system for HR records and documents.
- Maintain updated the personnel´s files as per the UNDP rules on files, registries and documentations.
- Compilation of information for the CRG

3. Provides support to the conduct of UN-and UNDP-related surveys focusing on achievement of the following results:
-Collection, copying, filing data for comprehensive and interim local salary, support to LSSC, hardship and place-to-place surveys, GSS, Learning surveys.

4.Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Participation in the LMS training for the operations/projects staff on HR.
- Demonstration of updated knowledge on the HR procedures, guidelines, rules and regulations, strategies and policies.
-Contribution to knowledge networks and communities of practice.

Impact of results

The key results have an impact on the execution of the CO HR services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNDP capability in the HR management.

Competencies

OPERATIONAL EFFECTIVENESS
- Ability to perform a variety of repetitive and routine tasks and duties related to human resources
-Ability to review data, identify and adjust discrepancies
- Ability to handle a large volume of work possibly under time constraints
-Good knowledge of administrative rules and regulations
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
- Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
- Ability to organize and complete multiple tasks by establishing priorities

MANAGING DATA
- Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
- Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
- Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
- Interprets data, draws conclusions and/or identifies patterns which support the work of others

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS
- Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
- Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
-Shows sound grasp of grammar, spelling and structure in the required language
- Ensures correspondence, reports and documents comply with established UN standards
- Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING
- Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
- Ability and maturity to understand and demonstrate comprehension, accept the organizational environment and the persons, their roles and their differences.
- Ability to work under pressure, maintaining a high level of performance and good interpersonal relationship with colleagues and supervisors.
- Ability to work with focus in results, with concentrated attention, with good methods, with efficiency and quality.
- Ability to adapt the method to better delivery the HR Unit results
- Ability to understand and practice the sharing of information and knowledge on UNDP HR matters.
- Facilitate the sharing of information in timely way adapting his/her practices according the HR Unit needs. ,
-Ability to work respecting the deadlines and with conclusive actions for each activity under his/her responsibility.

Promoting learning and knowledge management/sharing is the responsibility of each staff member

Required Skills and Experience

Please, fill with details and complete data all the required information in the Personal History Form: http://www.pnud.org.br/arquivos/p11.doc (check bellow how to submitt application)

ATTENTION! Only applications made on UNDP Personal History Form - P11 and submmited on time in the UNDP Jobs System will be examined.

Education: Secondary education or graduated in areas of archivology, information systems, administration, secretary, or related fields.

Experience: 4 years of relevant experience as administrative and office assistant. Experience in the usage of computers and office software packages. Experience in handling of web-based management systems.

Language: Fluency in Portuguese and working knowledge in English.

ATTENTION! SUBMISSION OF APPLICATIONS:

Click "Apply Now". After filling the fields and clicking in "Submit Application", you MUST attach in the next page (upload resume) the UNDP Personal History Form - P11 (instead of your CV).

The P11 can be found in: http://www.pnud.org.br/arquivos/p11.doc

Only applications made on UNDP Personal History Form - P11 and submmited on time in the UNDP Jobs System will be examined.

All applications will be treated with the strictest confidence. Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted.

UNDP is committed to achieving workforce diversity in terms of gender, individuals from minority groups, indigenous groups, afro-descendants and persons with disabilities are specially encouraged to apply.