ADMINISTRATIVE & HR ASSOCIATE, New York

ADMINISTRATIVE & HR ASSOCIATE

Location :

New York, UNITED STATES OF AMERICA

Application Deadline :

23-Aug-13

Type of Contract :

FTA Local

Post Level :

GS-6

Languages Required :

English  

Starting Date :
(date when the selected candidate is expected to start)

30-Sep-2013

Duration of Initial Contract :

2 years

All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application. 

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT). 

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

UNDP's People Centred Strategy (PCS) requires all areas of OHR/BOM to work seamlessly in delivering a unified, coordinated platform to effective HR services. This integrated service platform is grounded in a high quality operational support function lead by the Operations Advisor and the Operations team. Under the overall guidance and supervision of the Operations Advisor and working within the team of Operations the Administrative/HR Associate will be responsible to deliver the five key functions given below working closely with the OHR Operations Team and in collaboration with the staff in different OHR units in New York and Copenhagen to exchange information and ensure consistent delivery of services.

Duties and Responsibilities

Summary of Key Functions:

Functions/Expected Key Results:

• Administration and implementation of HR strategies and policies;
• Provision of HR services;
• Facilitation of knowledge building and knowledge sharing;
• Ensures Efficient administrative support to the Operations Advisor and Operations team in all critical areas of Operations Management work;
• Ensures Delivery of corporate OHR operational services such as the flow of information within the OHR and Operations.

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;
• OHR HR business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the Operations Advisor and HR Associate, support the recruitments processes working with the HR Associate;
• Provision of information to the management and staff on strategies, rules and regulations.

Provides HR services supporting the HR/Contract Associate, Operations Advisor and BAS/HQ unit focusing on achievement of the following results:

• Implementation of OHR recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, preparations and logistics for corporate interview sessions/panel, submission to CRB/CRP panels and other logistical recruitment processes working with the HR Associate;
• Creation/update of positions in Atlas, 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 Atlas;
• Maintenance of OHR staffing table;
• Support OHR units requests for the recruitment of Internship and Pro-bono programmes, ensuring selection of candidates in accordance to UNDP policy for interns and pro-bono;
• May be requested to perform Leave Monitoring role for OHR staff using Absence Management module in Atlas and handling attendance related matters.

Ensures facilitation of knowledge building and knowledge sharing in OHR focusing on achievement of the following results:

• Organization of trainings for the OHR staff on HR issues;
• Synthesis of lessons learnt and best practices in HR;
• Sound contributions to knowledge networks and communities of practice.

Ensures Efficient administrative support to the Operations Advisor and Operations team in all critical areas of Operations Management work, focusing on achievement of the following results:

• Full compliance of administrative activities with UNDP rules, regulations, policies and strategies;
• Provision of inputs to the OHR administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Implementation and compliance to UNDP Corporate Internal Control Framework;
• Performing a Buyer role in Atlas for preparation of POs, vendor setup/maintenance;
• Logistical support to OHR newly recruited staff, short assignment with check-in issues, onboarding of OHR staff and other associated tasks;
• Support OHR efforts to enhance OHR office space and working environment. The incumbent is expected to manage and carry out a number of projects to enhance the office space and environment as directed by the Operations Advisor and in collaboration with other BoM units especially ASD;
• Logistical support to HR workshops, conferences, retreats and off-site events.

Ensures Delivery of corporate OHR operational services such as the flow of information within the OHR and Operations, focusing on achievement of the following results:

• Preparation of administrative team results-oriented work-plans;
• Prompt reporting and investigation of cases of Asset, damage, loss or theft of items;
• Preparations of travel arrangement, entitlements/documentation for OHR staff and consultants as applicable, using Travel and Expense module in Atlas and related pro-travel matters;
• Carry out procurement of goods and services including preparing and solicitation of micro-purchasing of Goods, Services and simple work, receipt of quotations and proposals, their preliminary evaluation preparation of POs and liaison with other OHR units to ensure full support to their procurement needs as directed by the Operations Advisor, and in some cases provide the above services to support the Contracts Associate;
• Prepare monthly account of purchases and supporting verification of corporate card transactions for services provided for recruitment process and other OHR events;
• Performs data search, compilation, provision of the necessary information and reports on IC management.
• Support OHR Audit exercises and facilitate their work

Competencies

Functional Competencies:       

Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

Basic research and analysis:

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

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.

Presentation of information on best practices in organizational change:

• Demonstrates ability to identify problems and proposes solutions;
• Data gathering and implementation of management systems;
• Uses information/databases/other management systems;
• Provides inputs to the development of simple system components;
• Makes recommendations related to work procedures and implementation of management systems. 

Maintains effective client relationships:

• Reports to internal and external clients in a timely and appropriate fashion;
• 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.

Gathering and disseminating information:

• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Prepares timely inputs to reports.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;  
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making;
• UNDP procurement certificates or previous procurement experience in similar environment is desirable.

 The incumbent is expected to acquire the UNDP procurement certificates after joining.

Required Skills and Experience

Education:

• Secondary education. Certification in administration desirable;
• University Degree in Business or Public Administration desirable, but it is not a requirement;
• ICDL or Computer proficiency (if the applicant has it is an added advantage).

Experience:

• 6 years of progressively responsible administrative and/or 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.

Language: 

• Fluency in English. Working knowledge of another UN language would be an asset.

Click here for important information for US Permanent Residents ('Green Card' holders).

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.

http://jobs.undp.org/cj_view_job.cfm?cur_job_id=39555