Jobs - 63658- Human Resources Assistant

Human Resources Assistant

Location :

Juba, SOUTH SUDAN

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

18-Feb-16 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One year

Languages Required :

English

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 International Operations Manager and direct supervision of HR/Finance Analyst, the Human Resources Assistant provides Human Resources services for UNFPA South Sudan Country Office ensuring high quality, accuracy and consistency of work. The Human Resources Assistant promotes a client-orientation and transparent approach consistent with rules and regulations approach to the office.

The Human Resources Assistant works in close collaboration with the operations and programme staff in the CO to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of Human Resources strategies and policies;
Provision of Human Resources services;
Support of knowledge building and knowledge sharing.

Ensures administration and implementation of Human Resources strategies and policies focusing on achievement of the following results:

Full compliance of records and reports with UN rules, regulations, UNFPA policies, procedures and strategies; effective implementation of the internal control framework;
CO Human Resources business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Human Resources management in consultation with the direct supervisor and office management;
Provision of information to the management and personnel on strategies, rules and regulations;
Representation of UNFPA on related networks and committees.

Provides Human Resources services for the office focusing on achievement of the following results:

Implementation of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels;
Update of positions in Atlas, association of positions to chart fields (COAs), update of COA information, timely follow up with Finance staff on contracted personnel payroll issues;
Input and tracking of all transactions related to positions, recruitment, benefits, recoveries, adjustments and separations;
Maintenance of the staffing table; Provision of information on benefits/entitlements to the Staff of Special Service Agreements and Service Contract holders.
Maintenance of the rosters;
Validation of cost-recovery charges for Human Resources services provided by UNDP to UNFPA;
Maintenance of internal personnel database;
Monitoring and maintenance of staff leave and leave records both in Atlas and out of Atlas;
Ensure proper filing and recording keeping of HR records and documents.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Organization and facilitation of trainings for personnel as per office learning plan;
Synthesis of lessons learnt and best practices in Human Resources;
Sound contributions to knowledge networks and communities of practice.

Any other duties assigned.

Competencies

Functional Competencies:

Building Strategic Partnerships:

Maintaining information and databases;
Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

Basic research and analysis;
Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedure;
Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development:

Presentation of information on best practices in organizational change;
Documents ‘best practices’ in organizational change and development within and outside the UN system;
Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

Data gathering and implementation of management systems;
Uses information/databases/other management systems;
Provides inputs to the development of simple system components.

Client Orientation:

Maintains effective client relationships;
Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly.

Promoting Accountability and Results-Based Management:

Gathering and disseminating information;
Gathers and disseminates information on best practice in accountability and results-based management systems;
Prepares timely inputs to reports;
Maintains databases.

Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge; management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Required Skills and Experience

Education:

Completed Secondary Level Education is required;
Specialized certificate in HR and/or First level university degree is desirable, but not required.

Experience:

5 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), experience in handling of web based management systems and demonstrated leave management experience;
Experience working with the UN ERP systems e.g. ATLAS is an added advantages but not a requirement.

Language:

Fluency in English is required;
Knowledge of Arabic, desirable.