Antecedentes

Under the guidance and supervision of the Admin and Finance Officer, the HR Clerk provides HR services ensuring high quality, accuracy and consistency of work. 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 operations, programme and projects’ staff in the CO and UNOCHA HQs staff to exchange information and ensure consistent service delivery.

Deberes y responsabilidades

Summary of Key Functions:
Ensures implementation of HR strategies focusing on achievement of the following results:

• Full compliance of HR processes and records with UNOCHA /UNDP rules, regulations, policies and strategies;
• Provision of inputs to elaboration of work plans.

Implements HR services focusing on achievement of the following results:

• Assist with the preparation of draft job descriptions, vacancy announcements, compiling matrixes, performing functions of Secretary in interview panels;
• Facilitate induction o new staff members (National and International) and initial administrative requirements;
• Provide assistance on initial administrative requirements of newly hired OCHA staff;
• Maintaining confidential personal files, ensuring that information is complete and up-to-date;
• Ensure separating staff have completed in-country formalities prior to departure/end of contract;
• Preparation of time sheet: a) Monthly Leave Report (MLR); and, b) Attendance Record Card (ARC) of both National and international OCHA Staff;
• Preparation of documentation and follow up on medical examinations for locally recruited staff;
• Liaise with OCHA HQ Geneva on international staff entitlements;
• Ensuring that records are accurate, up-to-date, approved and submitted in timely manner.
• Ensure office files (chrono in/out file, HR, Finance, payments, various manuals, training, UN Circulars etc.) are maintained accurately;
• Preparing Service request for recruiting staff on IC, LTA and FTA;
• Collection and update of UNOCHA staff information on a weekly basis, ensuring all data and information is correct and accurate.
• Keep tacking and updates contract for staff with UNDP / HR and Geneva;
• Monitoring and recording attendance for all the staff;
• Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations;
• Maintenance of the CO staffing table;
• Maintenance of proper filing system for HR records and documents;
• Update and share the OCHA staff list for security purposes to substantive offices( UNDSS, UNDP, OCHA);
• Prepare the calculation of danger pay for international staff;
• Performs other duties as assigned and back-up the Administrative and Finance Assistant G-5 in his/her absence..

Ensures proper staff performance management and career development focusing on  achievement of the following  results:

• Staff in related organizational units across the region;
• Visitors and representatives from Government, UN Common System and other international organizations, NGOs, etc.;
• Following up with staff performance and staff e-pas.

Ensures conduct of UNOCHA-related surveys focusing on achievement of the following results:

• Collection of information for comprehensive and interim local salary, participation in the work of LSSC, hardship and place-to-place surveys.

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

• Participation in the trainings for the operations/projects staff on HR;
• Contribution to knowledge networks and communities of practice.

Competencias

Functional Competencies:    

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.

Job Knowledge/Technical Expertise:

• Fundamental knowledge of processes, methods and procedures;
• 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;
• Demonstrates ability to identify problems and proposes solutions.

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;

Promoting Accountability and Results-Based Management:

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems.

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.

Habilidades y experiencia requeridas

Education: 

• Secondary Education is required, specialized certification in HR is highly desirable but not required;
• University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience: 

• At least 4 years of relevant 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:

• Fluency in written and spoken English and Arabic is required.