HR Assistant

Summary of Key Functions:

• Implementation of HR strategies and procedures
• Implementation of HR services
• Knowledge building and sharing

Ensures implementation of HR strategies and procedures, focusing on achievement of the following results:

• Full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.

• Review of requests for recruitment of international consultants ensuring documentation is complete and in conformity with recruitment policies and procedures. 
• Monitoring and tracking status of requests, and initiating follow up action to ensure submission is timely, accurate and contains complete documentation.
• Review of Terms of Reference or Job Descriptions, consulting with requesting colleagues regarding any discrepancies between its content and the recommended level of remuneration.
• Preparation of Offer of Appointment or Assignment and related documentation for the signature of designated official.
• Proactive customer service to clients alerting the supervisor of any problems or delays in the stages of the recruitment process.
• Briefing and guidance to clients and partners on the application and interpretation of recruitment policies and procedures. Update and maintenance of information in recruitment systems to allow accurate statistical reporting.
• Response to human resources queries from staff in the unit and elsewhere in the Programme and to requests for information on employment and recruitment status.
• Processing of permit applications (e.g. visas) with the United Nations and establishment of a tracking system. 
• Extraction and input of data from various sources in the human resource database;
• Review of supporting documentation for processing various HR actions
• Verification of benefit and other human resource-related claims for accuracy and conformance with personnel rules and regulations;
• Assistance to supervisor(s) in monitoring the contractual status of all staff on various appointments based in immediate location or within the office’s mandate; monitoring of within grade service increment schedules and timely preparation and issuance of contract renewals and personnel action forms;
• Checking and maintenance of attendance registers, leave reports, DSA forms and other forms and reports;
• Maintenance of personnel files for all personnel at location, ensuring all documentation is complete; maintenance and update of confidential personnel information and documents,   ensuring relevant documents are kept in their respective files;
• Search, retrieval, compilation, assembly and archival of a variety of HR statistical data from computer files, records, reports or from other sources for external use;
• Collection and maintenance of information on commercial, private and inter agency training schedules and institutions (course schedules, curricula, and cost);
• Assistance in the preparation of administrative reports; drafting of routine correspondence; arrangement for briefings and debriefings 
• UNOPS, UNDP and UN-issued Human Resource and Personnel policy manuals, rules, regulations, guidelines, and circulars, updated and filed regularly;

• Participation in trainings for the operations/ projects staff on HR.
• Contributions to knowledge networks and communities of practice.

The key results have an impact on the overall execution of the UNOPS HR services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNOPS capability in the HR management.