G5, Human Resources Assistant (Employment Verifications) Temporary Appointment

G5, Human Resources Assistant (Employment Verifications) Temporary Appointment

UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) and established a Global Shared Service Centre (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses and fixed assets), procurement, advisory and support services to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. Human Resources services within the GSSC was set up earlier in 2003 in Copenhagen and it provides customized service packages to more than 40,000 UN personnel from agencies, funds and programmes across the UN System. GSSC-HR in Copenhagen has established a legacy as a major Human Resources administration center within the United Nations and is recognized as a centre of excellence. The Global Shared Service Centre (GSSC) is part of the Bureau for Management Services (BMS).

In the area of Human Resources, the GSSC supports both personnel and management in UNDP offices and other UN Agencies with the full cycle of HR services ranging from recruitment, talent management, learning and development, HR policy and advisory services, benefits and entitlements management, payroll and banking transactions.

The Recruitment Team is responsible for undertaking recruitment process on behalf of the UNDP Country Offices that is managed through service teams outposted to six UNDP Regional Hubs - Addis Ababa, Amman, Bangkok, Dakar, Istanbul and Panama – and Copenhagen.

As part of its recruitment portfolio, Recruitment Team is also tasked with proactively identifying, mitigating and preventing risks in recruitment through the systematic due diligence processes, including comprehensive reference checks. Following the request from the UNDP’s Executive Board, UNDP has been asked to participate in the Misconduct Disclosure Scheme (MDS). The MDS facilitates sharing of sexual exploitation, abuse and harassment (SEAH) misconduct data between employers. It is currently implemented by over 270 organizations. It has also been successfully rolled out by several other UN Agencies and has proven to be an important tool to ensure perpetrators from outside the UN do not enter the UN System. The BMS/GSSC Recruitment Team will be responsible for piloting its implementation within UNDP.

Position Purpose

Under the overall guidance and direct supervision of the Human Resources Manager, the HR Assistant provides HR services ensuring high quality, accuracy, and consistency of work. The HR Assistant assists in piloting the implementation of an employment verification scheme. The incumbent is required to maintain the highest level of confidentiality regarding all matters.

The HR Assistant works in close collaboration with the BMS/GSSC Recruitment Team, and other relevant HR teams in BMS/GSSC and BMS/OHR to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1. Support effective implementation of HR strategies.
   • Ensure 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 business processes mapping and elaboration of the content of internal HR management Standard Operating Procedures (SOPs).
2. Ensure effective vetting of prospective candidates under the misconduct disclosure scheme.
   • Assist in conducting verifications in Misconduct Disclosure Scheme for select recruitments.
   • Assist with tasks that require data gathering, data compilation and elaboration of statistics.
   • Maintain and update trackers and database of references requested and obtained, record delays and results.
   • Assist in facilitating the processing of the vetting of different categories of candidates.
   • Assist in merging data from spreadsheets.
   • Collect and input data from various documents, verify accuracy by cross-checking sources, perform necessary calculations, and ensure all relevant data is included.
   • Draft correspondence and reports, as required, on general or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
   • Receive, read, register, and keep track of queries and correspondence on recruitment related issues received from BMS/GSSC HR service teams, OHR/CRU and UNDP Country Offices, seek guidance from relevant Unit/Section members and ensure feedback is given to correspondence received.
3. Support knowledge building and knowledge sharing.
   • Participate in the trainings for GSSC personnel on HR issues and all relevant matters.
   • Make sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Core Competencies

1. Achieve Results - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
2. Think Innovatively - LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
3. Learn Continuously - LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
4. Adapt with Agility - LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
5. Act with Determination - LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
6. Engage and Partner - LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
7. Enable Diversity and Inclusion - LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies

1. HR - Recruitment (Assessment and Selection)
   • Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs.
2. Administration & Operations (Documents and records management)
   • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
3. 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 understand 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 client's upcoming needs and concerns.
4. 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.
5. Business Management (Digital Awareness and Literacy)
   • Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
   • Knowledge of the usage of digital technologies and emerging trends.

Required Skills and Experience

Education:

• Secondary education is required.
• A university degree in Human Resource, Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.
• Specialized certification in HR Management would be an asset.

Experience:

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in client services provision, including some experience in the area of talent acquisition and/or recruitments, or general administration at the national or international level is required.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.) is required.
• Proficiency in using collaboration tools, as well as familiarity with digital platforms is required.
• Work experience from an international organization is desirable.
• Work experience in a shared services centre is desirable.
• Familiarity with interpretation and application of UN/UNDP policies, rules and regulations is desirable.
• Advanced knowledge of cloud-based management systems (e.g. Oracle, Workday, etc.) is desirable.

Language Requirements

• Fluency in English language is required.
• Fluency in other UN languages (Arabic, Chinese, French, Russian and Spanish) is desirable.