Overview : Background Under the guidance and direct supervision of the HR Analyst, the HR Assistant supports in the execution of transparent and efficient HR services in the Country Office (CO). The HR Assistant helps promotes a collaborative, client-oriented approach and supports to the maintenance of high staff morale. The HR Assistant will work in close collaboration with the Operations, Programme, Office of the RC and UN staff in the CO and UNDP HQs staff for resolving complex HR-related issues and information exchange. Summary of Key Functions: - Administration and implementation of HR strategies and policies;
- Provision of HR services;
- Facilitation of knowledge building and knowledge sharing.
Ensures administration and implementation of HR strategies and policies focusing on achievement of the following results: - Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework;
- CO HR 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, control of workloads of the supervised staff;
- Provision of information to the management and staff on strategies, rules and regulations.
Provides HR services focusing on achievement of the following results: Implementation of recruitment processes: - Drafting job description;
- Provision of input to job classification process;
- Vacancy announcement;
- Screening of candidates (longlisting and shortlisting);
facilitation in interview panels; - Preparation of interview minutes;
- Reference Checks;
- Entry Medical Examination;
- Provision of advice on recruitment in UNDP projects.
Hiring Process including: - Preparation of Offer Letters;
- Review of recruitment annexes forms;
- Preparation of job descriptions;
- Gather positions information, association of positions to chart fields (COAs) and forward to Position Administrator for creation/update of position in Atlas;
- Prepare circular memorandum for new hires.
HR Administration: - Creation of attendance records cards for SC holders.
- Monitoring and tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas.
- Maintenance of the staffing table.
- Administration of the CO rosters including e-rosters.
- Validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: - Organization of trainings for the operations/ projects staff on HR issues;
- Synthesis of lessons learnt and best practices in HR;
- Sound contributions to knowledge networks and communities of practice.
Expected Outputs and Deliverables The HR Assistant is expected to complete the functions stated above in an efficient and effective manner. Institutional Arrangement The HR Assistant will work under the direct supervision of HR Analyst. The HR Assistant provides HR services ensuring its transparency, high quality and accuracy of outputs, consistent with the recruitment policies, rules and regulations of the unit Duration of Work The expected duration of the assignment is for 3 months. The HR Assistant is expected to report in a daily basis (Monday to Friday). Duty Station The duty station for the HR Assistant is Manila, Philippines. Competencies Core Competencies: - Demonstrates integrity by modelling the UN’s Values and ethical standards
- Adapts easily to rapidly changing, multiple pressing demand work context
- Leverages conflict in the interest of UNDP and sets standard
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies: - Partners effectively with internal and external clients.
- Maintains information and databases. Analyzes general information and selects materials in support of partnership building initiatives.
- Undertakes basic research and analysis. Researches best practices and poses new, more effective ways of doing things; Documents innovative strategies and new approaches.
- Applies job Knowledge/Technical Expertise. Fundamental knowledge of processes, methods and procedures: 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.
- Undertakes data gathering and implementation of management systems
- Organizes and prioritizes work schedule to meet client needs and deadlines; Establishes, builds and sustains effective relationships within the work unit and with internal and external clients; Responds to client needs promptly.
- Gathers and disseminates information on best practice in accountability and results-based management systems; Prepares timely inputs to reports;
- Maintains databases.
Qualifications of the Successful Individual Contractor Education: - Bachelor’s degree in HR, 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 requirements: - Fluency in the English and national language.
Scope of Price Proposal and Schedule of Payments The candidate will be paid on a monthly basis based on the fixed price as agreed in the contract. Recommended Presentation of Offer Applicants are requested to submit in one file the following documents to procurement.ph@undp.org : - Duly accomplished Letter of Confirmation of Interest and Availability that indicates professional fee only, as per template provided; If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP;
- Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
Criteria for Selection of the Best Offer The offers that will be received shall be evaluated based on the Combined Scoring method – where the qualifications and methodology will be weighted a max of 70%, and combined with the price offer which will be weighted a max of 30%. In view of the volume of applications UNDP receives, only shortlisted offerors will be notified. |