Jobs - 58648- Re-advertisement - Human Resources (HR) Assistant

Re-advertisement - Human Resources (HR) Assistant

Location :

Dakar, SENEGAL

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

07-Sep-16 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

1 year renewable

Languages Required :

English French

Expected Duration of Assignment :

1 year renewable

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

Applicants who previously applied need not re-apply

Under the general supervision of UNODC’s Regional Representative and the direct supervision of the Head of operations, the Administrative and Human Resources Assistant would be responsible for a full range of activities in relation to personnel administration as well as the recruitment and appointment of local staff in accordance with the UNDP/UNODC Staff Rules and Regulations.

Duties and Responsibilities

Specifically, the incumbent will be responsible as follows:

Obtain background information and Terms of Reference (ToR) from project coordinators or Head of sections in relation to vacant position to be filled and prepare the necessary administrative documentation (post description, request for vacancy announcements or publication,etc.);
Assist in the preliminary screening of candidates according to selection criteria and in the preparation of final evaluation tables. Prepare minutes and reports (Process Verbal) related to the selection committee’s recommendations. Maintaining electronic records and hardcopy files of such documentation for project auditing purposes;
Assist in the preparation of contract letters for local staff and consultants and ensure their timely submission to UNDP for approval;
Monitor and maintain the Field Office Staff Information (FOSI) module and ensure that personnel data are up-to-date;
Monitor the contractual status of project personnel and advise on timely action required for contract extension or renewal;
Maintain a separate staffing list which could be used as a monitoring tool against information contained in FOSI as well as enhancing management decision on human resources planning;
Assist the Admin. and Finance Associate in clarifying and reconciling monthly UNDP payroll EOIVs against information contained in FOSI or staff contracts;
Organize orientation and induction programs or meetings for newly recruited staff (both local and international) in relation to the operation of the organization, locating the Security and safety team (UNDSS), canteen, finding accommodation in the case of international staff, etc.;
Ensure new and existing staff are accordingly briefed or informed on new HR rules and regulations from both HQ and UNDP;
Preparation of documentation of a broad variety of personnel actions (i.e. separation, promotion, contract extension, salary increments etc.) and ensure proper filing of personnel records by project and individual staff;
Review of Performance Evaluation Reports for correctness with regard to proper procedures being followed;
Ensuring a proper and efficient staff attendance system and be the focal point for all leave requests;
Maintaining a personnel trending file on a monthly/yearly basis which could be used to monitor the movement of staff over specific period;
Maintain a register of training undertaken during the year and in consultation with the Head of Operations conduct periodic analysis of training needs;
Act as the liaison staff between UNDP/HQ and ROSEN in relation to personnel administration;
Conduct exit interviews for separating staff members and assist them with clearance and separation formalities;
Carryout any additional tasks assigned by supervisor.

Competencies

Functional Competencies:

Excellent communication and inter-personal skills;
Ability to work in a team;
Good Customer service skills;
Ability to work with people of different nationalities, cultures, etc.;
Good analytical, organizational and drafting skills;
Ability to work with minimum supervision;
Proficiency in the use of Microsoft Office packages, in particular Word, Excel and Power point.

Required Skills and Experience

Education:

Completion of high school education including or supplemented by a University degree in Public Administration, Finance, Economics, Sociology and Political Sciences is desirable but not required.

Experience:

Minimum 5 years of experience in administration especially human resources administration in a multicultural environment of any other large.

Language:

Fluency in both English and French is required.