Human Resources Assistant

Background

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 ****** exploitation and abuse, any kind of harassment, including ****** harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

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 ****** exploitation and abuse, any kind of harassment, including ****** harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background and Organizational Context:

UNDP has been working in India since 1+51 in almost all areas of human development. Together with the Government of India and development partners, we have worked towards eradicating poverty, reducing inequalities, strengthening local governance, enhancing community resilience, protecting the environment, supporting policy initiatives and institutional reforms, and accelerating sustainable development for all.

With projects and programmes in every state and union territory in India, UNDP works with national and subnational government, and diverse development actors to deliver people-centric results, particularly for the most vulnerable and marginalized communities. As the integrator for collective action on the Sustainable Development Goals (SDGs) within the UN system, we are committed to supporting the Government of India’s national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet.

UNDP India’s current Country Programme, 2018-2024, is in its final year of implementation. Our new Country Programme (2024-2027), which comes into effect in 2024, builds on our prior work and aims to provide an integrated approach to development solutions in three strategic portfolios:
• Strong, accountable and evidence-led institutions for accelerated achievement of the SDGs
• Enhanced economic opportunities and social protection to reduce inequality, with a focus on the marginalized
• Climate-smart solutions, sustainable ecosystems and resilient development for reduced vulnerability

South-South cooperation, gender equality and social inclusion are promoted across the pillars. The programme is supported by a framework of renewed partnerships and blended finance solutions, strategic innovation and accelerator labs, and data and digital architecture.

You are invited to join a team of future-smart development professionals to support India in achieving the national and globally agreed goals. As part of the UNDP team, your focus will be to work with diverse stakeholders to find country specific solutions that lead to sustainable development and reach those furthest behind first.

Position Purpose:

Under the guidance and direct supervision of the Head of HR/HR Analyst and with support from HR Associate as needed, 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, UNDP HQs staff, Global Shared Services Centre-HR (GSSU-HR) and UN other agencies administered by UNDP to exchange information and ensure consistent service delivery.
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.

Duties and Responsibilities

Summary of Key Functions:
• Implementation of HR strategies and policies
• Implementation of HR services
• Performance management and career development
• UN-related surveys
• Knowledge building and knowledge sharing on HR issue

1. 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.
• In consultation with the direct supervisor and office management, provide input to the CO business processes mapping and elaboration of the content of internal HR management Standard Operating Procedures (SOPs) where needed in CO to supplement SOPs issued by GSSC.

2. Implements HR services focusing on achievement of the following results:
• Tracks contract expiration (Fixed-Term Appointment, Temporary Appointment and Personnel Services Agreement) and share the list of contracts list due to expire with Team Leads / Programme Leads / Operations Leads etc. for their timely confirmation on the contract extension / closure in line with the SOP and processing the extension / termination request.
• Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity recoveries, adjustments and separations through HR Software (Quantum).
• Process clearances and necessary documents for separation and proactive follow up on all pending cases.
• Extract, maintain and update various staff reports e.g. Staff Master Sheet, Intern Overview, Separation Overview etc.
• Extract, maintain and update various staff reports e.g. Staff Master Sheet, Intern Overview, Separation Overview etc.
• Engages in Onboarding of personnel and supports supervisor with Exit clearance activities.
• Assists in processing requisition and record of leave and absence of local staff.
• Maintenance of the CO staffing table.
• Preparation and timely submission of monthly payroll inputs to GSSC-HR after validation from Head of HR.
• Provision of information for cost-recovery bills in Quantum for HR services provided by UNDP to other Agencies.
• Tracking staff advances and following proactively for timely closure.
• Initiate and verify the staff information for issuance of ID card.
• Prepare internship agreement, experience certificate, staff letters etc. and sharing the same with the concerned unit/staff.
• Responsible to maintain record and safe keeping of United Nations Laissez-Passer (UNLP).
• Creation/update of positions in Quantum, 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 Quantum.
• As needed and directed, assist with all stages of recruitment processes including job advertisement, screening of candidate applications, preparing relevant documentation required for written test/interviews, conducting reference checks, following up on academic qualifications, and liaising with GSSC-HR for issuance of offer, medical clearance and hiring process.
• Act as a focal point to answer all queries concerning Health and Life Insurance and pro-actively informing staff on the changes in the policy. Provide pro-active support to ensure timely claim settlement.
• Act as a focal point to provide support to retirees to coordinate and collect After Service Health Insurance premium, documentation for insurance claims and reimbursements and enrolling them to the latest organization policy.
• Act as a focal point for providing the support to hire interns.
• Serve as back up to support the team on recruitment of Fixed-Term Appointment, Temporary Appointment and Personnel Services Agreement.
• Maintenance of proper filing system for HR records and documents.

3. Ensures proper staff performance management and career development focusing on achievement of the following results:
• Keeping track of all the performance management record for all staff (Fixed-Term, NPSA, Interns etc.)
• Provide background information and provision of support for drafting Whole Office Learning plan and individual learning plans.
• Support the implementation to whole office GSS action plan following yearly results of Global Staff Survey (GSS)
• Presentations to staff on HR services including orientation and induction programmes.

4. Ensures conduct of UN-related surveys focusing on achievement of the following results:
• Support in collection of information for comprehensive and interim local salary, hardship and place-to-place surveys.
• Contribute to effective and efficient management of the UN e-directory and related staff information.

5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• As directed participation in training for the operations/programme/projects staff on HR issues;
• Drafts and/or processes a variety of correspondence and other communications;
• Synthesis of lessons learnt and best practices in HR;
• Sound contribution to knowledge networks and communities of practice.
• Any other task as delegated or instructed by the line manager.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Thematic Area

Name

Definition

Business Management

Customer Satisfaction /

Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understanding the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate clients’ upcoming needs and concern.

Business Management

Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management

Digital Awareness and Literacy

Ability and inclination to rapidly adopt new technologies, either through skillful grasping their usage or through understanding their impact and empowering others to use them as needed

HR - Compensation/remuneration

Payroll management

Knowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reports

Business Management

Risk Management

Ability to identify and organize action around mitigating and proactively managing risks

HR - Talent management

Employee engagement

Knowledge of theories and models of human motivation and engagement including the predictors of employee engagement; knowledge of and ability to guide application of tools, techniques, and processes to increase employee engagement; knowledge of tools and methodologies to measure employee engagement and to identify its specific drivers; knowledge of tools and methodologies to ensure regular engagement with personnel on key workplace matters, with a view to identifying the most pressing workplace issues

HR - Talent management

Performance management

Knowledge of and ability to guide the application of performance management theory, systems and tools, incl. articulation of expectations, setting objectives and performance standards; conducting performance related discussions and performance coaching; ability to develop performance management and appraisal processes that minimize biases

Required Skills and Experience

Education:

Secondary education OR
Bachelor’s Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences or closely relevant field along with HR specialization will be given due consideration (desired)

Experience, Knowledge and Skills:
• 5 years with Secondary Education OR
2 years with Bachelor’s degree of relevant HR experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), knowledge of ERP software, experience in handling of web-based management systems.
• Proven work experience in management of salary structure, performance management system, employee benefit program and employee database is highly desirable.
• Relevant experience to be able to support an effective process for recruiting, training and orienting new hires is highly desirable.
• The job requires the person to be highly energetic and motivated and to have proven work experience in knowledge of HR business process (i) strong presentation skills (iii) strong oral and written communication skills in English language (iv) ability to analyze staff data (iv) excellent team working and collaboration skills with internal and external partners and clients (v) Excellent facilitation skills.
• Ability to get along with diverse personalities across diverse cultures; be tactful, mature, and flexible with strong interpersonal skills. Should be able to very effectively manage confidential information.

Language Requirement:
Fluency in English and local language (Hindi) of the duty station.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Keywords:
Human Resources, Payroll, Contract Management, Performance Management and Development

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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