Human Resources Assistant

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Job Description

Context

The Human Resources Unit drives the compliant and efficient delivery of HR services by the office for the full life cycle of personnel—from the facilitation of recruitments, through hire and onboarding, the extension of contracts, life and organization events, and separation from service. The unit ensures that personnel receive timely responses to their queries and requests and are ably directed through UNDP self-service platforms as applicable. The unit liaises with the Global Shared Services Centre for the transactional processing, proactively supports services provided to agencies, funds and programmes, and promotes a client-oriented approach to their work, nurturing good relationships and collaboration with country office and project teams as well as with GSSC and headquarters. The unit is responsible for the execution of HR work in line with rules and regulations, corporate policies, and frameworks, with transparency and integrity.

Task description

Within the delegated authority and under the supervision of the Human Resources Analyst(s) the UNV

Human Resources Assistant will:

Support HR Associates with transactional tasks.
Prepare draft HR certificates of employment and visa support letters.
Maintain folder structure for electronic personnel records.
Provide support in recruitment processes as assigned.
Maintain the human resources records of the unit, the archival and retrieval of files and communications in online repositories.
Maintain recruitment files for processes handled locally.
Support the compilation of documents for HR audits.
Support the onboarding of new personnel, for the practical steps needed for smooth, induction, including liaising with country office units and team (e.g. Security, Administration and Common Services), track the completion of checklists for onboarding of colleagues.
Support personnel in their utilization of HR platforms (UNall, Quantum) for self-service.
Preparation of HR related correspondence, as assigned.
Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant.
UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
Contribute articles/write-ups on field experiences and submit them for UNV publications/ websites, newsletters, press releases, etc.
Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Requirements

Required experience

3 years of experience in

HR, operations, administration, or other relevant programmes.
Experience with document and management.
Excellent oral and written English skills.
Excellent attention to detail.
Strong organizational skills.
Strong communication and coordination skills.
Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners.
Ability to work and adapt professionally and effectively in a challenging environment; ability to work.
effectively in a multicultural team of international and national personnel.
Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management is an asset.
Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
Have affinity with, or interest in, volunteerism as a mechanism for durable development, and the UN System.