Job: HUMAN RESOURCES ASSISTANT

Location :

Hanoi, VIET NAM

Application Deadline :

09-Oct-13

Type of Contract :

TA Local

Post Level :

GS-5

Languages Required :

English  

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

01-Nov-2013

Duration of Initial Contract :

6 months

Background

The “Delivering as One” (DaO) initiative in Viet Nam started in early 2006 with the objective to achieve a more strategic and more effective contribution to the attainment of national development priorities, under national leadership. The DaO initiative in Viet Nam focuses on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One voice and Green One UN House (GOUNH).

The Green One UN House (GOUNH) is an essential component of the One UN Initiative, where all resident UN Agencies will house in one building. UNDP plays a key role in supporting operation and management of GOUNH, of which, the first and foremost task would be to recruit a number of positions for the Common Services Team, in the GOUNH.

Under the guidance and supervision of the Operations Manager/HR Manager, the Temporary HR Assistant will support recruitments and provide related HR services ensuring high quality, accuracy and consistency of work. The Temporary HR Assistant promotes a client-oriented and consistent with UN/UNDP rules and regulations.

    

The Temporary HR Assistant works in close collaboration with the operations staff in the Country Office and UNDP Head Quarters staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of HR strategies
• Implementation of HR services
• Supports on managing staff/personnel

1. Ensures implementation of HR strategies focusing on achievement of the following results:

• Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies.
• Adherence to the CO business processes mapping and elaboration of the content of HR management workflow in consultation with the direct supervisor and office management.

2. Ensures implementation of HR services to undertake recruitments of staff and personnel for GOUNH focusing on achievement of the following tasks:

• Reviewing the JDs of positions to be recruited, prepared by the Hiring Unit, putting them into templates; arrangement for job classification;
• Preparation of vacancy announcements, screening CVs (first round);
• Coordination for short-lists;
• Arrangement and administration of written test for shortlisted candidates;
• Performing function of Secretary/HR representative in interview, including: contacting candidates and panel members, scheduling the agenda, joining the interview and consolidating the interview report;
• Arrangement of reference checks for short-listed candidates;
• Collection of background information and submission to the Compliance Review Panel (CRP).

3. Provides administrative supports on managing staff/personnel for GOUHN, focusing on achievements of the following tasks:

• Arrangement of entry medical examination for newly recruited staff for GOUHN;
• Maintenance of proper filing system, data record relating to the staff/personnel for GOUHN for HR records i.e. contracts, personnel/recruitment records, to ensure timely clearance of backlog of files.
• Provision of primary induction to newly-recruited staff/personnel for GOUHN;

Impact of Results

The key results have an impact on the execution of the GOUHN services in terms of quality and accuracy of work completed. Accurate data entry and presentation of financial information and client-oriented approach enhances UN capability in the HR management

Competencies

Functional Competencies:             

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

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

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: 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

PromotingOrganizationalChange anodDevelopment

Level 1.1: Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

• Uses information/databases/other management systems

Client Orientation

Level 1.1: 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

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems

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 are the responsibility of each staff member.
• Informed and transparent decision making

HR Certification programme

Required Skills and Experience

Education:

• Secondary Education with specialized certification in HR. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

• 5 years of relevant HR 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 UN and national language of the duty station.

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.

More Info and Application