UNDP Jobs - 51310- HR Administrative Clerk

HR Administrative Clerk

Location :

Panama City, PANAMA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

03-Dec-15 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

1 year with possible extention

Languages Required :

English Spanish

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 Analyst, the HR Administrative Clerk provides support to HR and administrative services in the Panama Regional Hub ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The HR Administrative Clerk promotes a client-oriented and consistent with rules and regulations approach in the Unit.

The HR Administrative Clerk works in close collaboration with the Programme, Operations teams and projects’ staff in the Regional Hub, COs and UNDP HQs 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;
Provides administrative support;
Support to knowledge building and knowledge sharing.

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 of inputs to preparation of administrative team results-oriented workplans.

Implements HR services focusing on achievement of the following results:

Processing of staff contracts (Temporary and FT appointments) and Service Contracts and tracking of HR transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, attendance and separations through Atlas;
Provision of inputs to the Regional Hub staffing table and Regional Hub rosters;
Collection of background information/ documents for submissions to the Compliance Review Panel (CRP) and Compliance Review Board (CRB);
Act as alternate for HR Associates during absences;
Compilation of information for Talent Management Review Group (TMRG);
Support to internship management.

Provides administrative support, focusing on achievement of the following results:

Administrative support to organization of conferences, workshops, retreats, webinar, trainings and events organized by the Regional Hub Human Resources office;
Support to staff members processing requests for Laissez Passer in accordance with requirements of the United Nations;
Provides support to the conduct of UN/UNDP related surveys through collection of information for comprehensive and interim local salary survey, support to hardship and Place to Place surveys;
Preparation of routine correspondence, faxes, memoranda and reports in accordance with Regional Hub SOP;
Extracting, inputting, copying and filing data from various sources;
Maintenance of proper filing system for HR records and documents;
Provision of information for cost recovery services bills in ATLAS for HR services provided to other Agencies and COs.

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

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

Core Competencies:

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.

Competencies

Functional 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.

Required Skills and Experience

Education:

Secondary education with specialized certification in HR.

Experience:

4 years of relevant administrative experience;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.

Language:

Fluency in English and Spanish, both oral and written, is required;
Working knowledge of another UN official language is an asset;
Proficiency in English will be tested through assessment tools such as TOEFL.

Note

All applications can include only one attachment that consists of a complete and signed UNDP P11 - Personal History Form together with an updated English CV as a single file. Applications without the complete P11 form will be treated as incomplete and will not be considered for further assessment.

Only short-listed qualified candidates will be contacted.

Applications received after the deadline will not be considered.

This is a local position, therefore only citizens of the Republic of Panama can apply. Candidates who are not nationals but are residents of Panama with legal working status may also be considered.

If you require assistance with your application please contact: rc.lac.vacancy@undp.org