Vacancy Announcement
Position title: Human Resources Associate
Duty Station: Dili,
Duration: 1 (one) Year, extendable
Expected Start date: August 2009
Type of Contract: Fixed Term Appointment
Level: GS-6
Organizational Unit: UNDP, Operations Unit
Entry Salary: US$ 10,638Gross/Annum
Entitlements/Benefits: Please obtain from Human Resources Unit
Organizational Context
Under the overall management and supervision of the Human Resources Analyst, the HR Associate ensures execution of transparent and efficient HR services in CO. The HR Associate promotes a collaborative, client-oriented approach and supports to the maintenance of high staff morale.
The HR Associate works in close collaboration with the operations, Programme and projects’ staff in the CO and UNDP HQs staff for resolving complex HR-related issues and information exchange.
Duties and Responsibilities:
1. Ensures administration and implementation of HR strategies and policies focusing on achievement of the following results:
q Full compliance with UN rules, regulations, UNDP policies, procedures and strategies when dealing with records and reports; effective implementation of the internal control framework.
q Support to the 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.
q Provision of information to the management and staff on strategies, rules and regulations.
q Provision of inputs to preparation of HR team results-oriented work plans
2. Provides HR services to Operations, Programme and Project personnel in the CO focusing on achievement of the following results:
q Implementation of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels.
q Participate in the selection of candidates for secretarial, clerical and related categories positions less or equal to the current incumbents level.
q Assist in the filling of posts for all categories, including initiating and following-up on reference checks and academic verifications, ensuring the completion of pre-recruitment formalities (Pension, Medical/Life Insurance, Medical clearance, Vendor profile, Induction question and other related documents), calculating salaries and related benefits, and preparing and dispatching letter of offers and appointments (Fixed Term, ALD and Service Contracts) and pay-slips upon staff members’ request.
q Assist in organizing and coordinating written and/or technical tests prior to the interview process.
q In coordination with the Finance unit, process request for direct payments for advertising of new positions.
q Ensure oversight of the HR recruitment process (i.e. verification of short-listed candidates including meeting minimum education and work experience qualifications, act as ex-officio in interview panels, etc.)
q Oversee the maintenance of vacancy announcements files and tracking status of vacancy announcements.
q Setting up vendor, performing the functions of Admin.HR, and Absence Processor in Atlas. Review and process personnel action in ATLAS for Fixed-Term, Temporary Appointment staff members and Service Contract holders. Timely follow up with Finance staff on Global payroll issues.
q Coordinate with the related units in the CO and selected internationally recruited candidates on travel arrangements, visa/residency matters, security clearance and shipment of personnel effects. Ensure timely payments are issued for travel entitlements.
q Input and tracking of all transactions related to recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas.
q Facilitate and ensure enrollment under Pension, Health and Life Insurance for newly recruited staff on FT Temporary Appointment and Service Contract. Assist staff members with any queries regarding the above entities.
q Ensure Check-in and Check-out forms are completed and duly signed by all parties concerned for every staff member.
q Maintenance of the CO staffing table.
q Preparation of submissions to the Local Appointment Panel (LAP).
q Review the Service Contract submission to the CAP. Acts as CAP Secretary.
q Provision of information on benefits/entitlements to the International Staff.
q Provision of input to the rosters including e-rosters.
q Validation of cost-recovery charges in Atlas for HR services to UNDP projects.
q Coordinate with other Leave monitors in the CO to ensure that the annual leave balance for staff members is correctly reflected on the annual leave card and pay-slips.
3. Ensures conduct of UN-related surveys focusing on achievement of the following results:
q Collection of information and preparation of reports for comprehensive and interim local salary, hardship and place-to-place surveys.
q Participation in the work of LSSC.
4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
q Organization of trainings for the operations/ projects staff on HR issues.
q Synthesis of lessons learnt and best practices in HR.
q Sound contributions to knowledge networks and communities of practice.
5. Ensures proper HR administrative and support functions focusing on the achievement of the following results:
- Ensure timely delivery of quality and professional HR services to the CO and other clients.
- Take initiatives to propose improvements where deemed necessary through a consultative process.
- Provide general office support services; process, draft, edit and finalize for signature/approval a variety of correspondence and other communications; set up and maintain files/records; monitor deadlines under tasked to be performed
- Prepare written responses to queries concerning HR related matters.
- Perform other duties as required.
Required Qualifications:
- Completion of Secondary Education. University Degree in HR, Business, Public Administration or another related field would be desirable, but it is not a requirement.
- Minimum 5 to 6 years of progressively responsible HR experience is required at the national or international level.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) experience in handling of web based and management systems.
- Fluency in English. Working knowledge of Portuguese, Tetum or Bahasa Indonesia is an asset.
Please submit your applications together with curriculum vitae and relevant supporting documents to the following address:
Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street
Dili, Timor-Leste
Fax: +670 3313534
E-mail: personnel.tp@undp.org
The deadline for submitting applications is 4 September 2009.
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
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