Background

Under the guidance and supervision of the Operations Specialist, the HR Assistant provides HR services ensuring high quality, accuracy and consistency of work. The HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.

The HR Assistant works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of HR strategies;
• Implementation of HR services;
• Support to staff career management and career development;
• Support to knowledge building and knowledge sharing.

 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 the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.

Implements HR services focusing on achievement of the following results:

• Preparation of draft job descriptions, vacancy announcements, compiling matrixes, performing functions of Secretary in interview panels;
• Creation/update of positions in Atlas, association of positions to chart fields (COAs), update of COA information, setting up vendor performing the functions of Admin.HR, Position Administrator and Absence Processor in Atlas. Preparation of contracts (FTA & SCs);
• Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas;
• Maintenance of the CO staffing table;
• Collection of background information for submissions to the Local Appointment and Promotion Board (LAPB);
• Update of the CO rosters;
• Maintenance of proper filing system for HR records and documents;
• Provision of information for cost-recovery bills in Atlas for HR services provided by UNDP to other Agencies.

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

• Provision of background information to CRG;
• Provision of background information for drafting Whole Office Learning plan and individual learning plans.

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.

Impact of Results:

The key results have an impact on the execution of the CO HR services in terms of 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.

Competencies

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.

Functional Competencies:          

Building Strategic Partnerships:

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

• Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:

• 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:

• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

• Uses information/databases/other management systems.

Client Orientation:

• 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:

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

Required Skills and Experience

Education:          

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

Experience:       

• 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.

Language:           

• Fluency in English and Somali.