Human Resources Assistant

Location : Copenhagen, Denmark, DENMARK
Application Deadline :15-Sep-13 (Midnight New York, USA)
Additional Category :Management
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :One year
Expected Duration of Assignment :One 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.


Under the guidance of the JPO Service Centre (JPOSC) Manager and the direct supervision of the Human Resources Associate (ISC-7), the HR Assistant provides HR services ensuring high quality, accuracy and consistency of work. The HR Assistant assists in the implementation and processing of contracts, benefits, entitlements and related payments for all staff administered by the JPOSC.
Clients with whom there is direct contact include staff and fellows administered by the JPOSC. Partners include other units in OHR and BOM, Medical, Insurance, Pension, and Transportation units and the Executive Officers/HR Assistants in global UNDP and other UN Organizations.
The HR Assistant is accountable for the integrity, transparency and equity of the management of UNDP resources, particularly the contracts, benefits and entitlements management.
The HR Assistant is responsible for meeting the work plan deliverables.

Duties and Responsibilities

Summary of Key Functions:
Ensures 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.
  • Input to JPOSC business processes mapping in consultation with the direct supervisor and the JPOSC manager.
Implements HR services focusing on achievement of the following results:
  • Within clearly established delegated authority, rules, regulations and procedures; reviews and implements entitlement requests, interpreting and applying established practices and processing actions in ATLAS. Follows up on the finalization of and distributes approved personnel actions;
  • Processes requests for salary advances, applications for medical clearance, Laissez-Passer, visas, security clearance, etc.;    
  • Processes rental subsidy/deduction applications, prepares assignment grant and other payments;    
  • Processes routine advances and payments in ATLAS (i.e. initial appointment travel, vouchers for reimbursement, etc.);             
  • Ensures completeness and appropriateness of documentation to process entitlement
  • Maintains HR data in ATLAS. Follows up on missing information/documentation to support data entry. Generates required HR reports for monitoring purposes in JPOSC;
  • Replies to queries from staff, OHR Business Units and UN Units on work related issues. Briefs clients on routine entitlements and keeps them informed of work progress;
  • Assists with separation processes and entitlements as required;
  • Maintains proper filing system for HR records and documents;
  • Undertakes other job related duties as assigned.

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

  • Participates in relevant trainings for HR staff;
  • Contributes to knowledge networks and communities of practice.

Impact of Results:

The key results have an impact on the execution of the JPOSC services in terms of timeliness, quality and accuracy of work completed. Accurate data entry and presentation of financial information and client-oriented approach enhances UNDP capability in the HR management.


Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies: 
Knowledge Management and Learning:
  • Shares knowledge and experience;
  • Provides helpful feedback and advice to others in the office;
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness:
  • Knowledge of HR functional services, regulations, rules procedures and processes to deliver accurate, timely and effective client services;
  • Ability to perform a variety of standard tasks related to HR management, including screening, collecting and preparation of documentation, data input, transactions tracking, filing, provision of information;
  • Effectively applies existing knowledge to improve performance
  • Strong IT skills;
  • Ability to provide input to business processes re-engineering.
Leadership and Self-Management:
  • Focuses on impact and result for the client;
  • Produces quality outputs in a timely manner when assigned a given task;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates strong oral and written communication skills;
  • Remains calm, in control and good humored even under pressure;
  • Demonstrates openness to change and ability to manage complexities;
  • Responds positively to critical feedback and differing points of view;
  • Solicits feedback from staff about the impact of his/her own behavior.

Required Skills and Experience

  • Secondary Education. University Degree in Human Resources Management, Business or Public Administration would be desirable, but it is not a requirement.
  • 5 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 is an advantage.
Language Requirements:
  • Fluency in English required and knowledge of French or Spanish is desirable.
Requirement related to CV format:

Interested candidates are requested to upload a duly completed and signed copy of the Personal History Form (P11 for UNDP) which serves as the equivalent of the CV.

Note regarding vacancy:

  • Possibility for roster.

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