Human Resources Assistant (G5)

Job Description

The General Operations Team is responsible for premises, facilities, asset management, travel management and BMS Operations. Within the General Operations, BMS Operations team provides integrated, customer-centric, solutions focused, cost efficient, and effective services to BoM Functional Units.

Reporting to the Manager, BMS Operations, the post is responsible for the collaborative and client oriented provision of general administrative and Human Resources certification services and transactional services to global UNDP clients as well as other sister agencies.

Duties and Responsibilities The incumbent is primarily responsible for providing HR certification services for issuance of UN travel documents, G4/G5 visa, issuance of HQ grounds pass, certification of employment authorization and adjustment of legal status for eligible family members to clients across UNDP offices as well as to other UN sister agencies ensuring consistent service delivery in qualitative and quantitative terms. The incumbent collaborates closely with the Travel Services Section within GO, OHR Business Partner teams, GSSC within UNDP, UNTTS and UN Pass and ID office of UN Secretariat. The incumbent is accountable for the overall results and deliverables of the Unit.

Due to the nature of the functions, the incumbent is expected to be on-site during normal working hours.

1) Provision of HR administrative services

• Issuance of routine correspondence and verified certifications for clients as requested;
• Prepares documentation for the signatory authority for the certification upon issuance of new or extension of UN travel document, for all staff globally both UNDP and other UN sister agencies;
• Provides support in the implementation of the regulations related to G-4/G-5 visa issuances, through appropriate certifications;
• Reviews and certifies the necessary documentation for the issuance of UN Grounds Pass for New York based UNDP staff members and those who are on mission/temporary assignment in HQ;
• Reviews and provides certification services for adjustment of legal status, employment authorization for eligible family members of HQ-based personnel

2) General Administrative Support

• Keeps track of services provided and flag urgent requests as and when needed to other partners;
• Undertakes other relevant and related assignments, in support of team effectiveness.

3) Team Performance

• Proposes improvements in procedures, approaches and guidelines based on lessons learned and client feedback on various service areas;
• Collaborating and sharing information with regard to HR certification areas with all staff within General Operations;
• Performs the absence processor role for General Operations;
• Performs other operational tasks as back-up within BMS Operations team including but not limited to procurement (buyer role) and general administrative tasks.

4) Knowledge Management

• Participation in the trainings for the staff on administrative and HR matters;
• Contribution of inputs to knowledge networks and communities of practice;
• Shares updated policies and procedures on HR certification service lines with clients.

Competencies

Core Competencies - UNDP Core Competencies can be found here.

• Achieve Results - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Inn ovatively - LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously - LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility - LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination - LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner - LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion - LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical Competencies

• Public relations: Ability to build and maintain an overall positive public image for the organisation, its mandate and its brand, while ensuring that individual campaigns and other communications and advocacy initiatives are supported in reaching the public.
• Administration & Operations - UN travel documents: Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.
• Administration & Operations - Issuance of grounds pass for HQ: Knowledge of policy and procedures on issuance of grounds pass in line with the guidelines of UNDSS.
• Administration & Operations - Contract administration: Understanding of Staff Rules and Regulations as well as non-staff contracts such as NRLA, RLA, IC, PSA, internships, fellowships, etc.

Required Skills and Experience Education:

• Secondary education is required, and specialized training in human resources management and/or administrative support is an advantage.
• Bachelor’s Degree in Human Resources, Business or Public Administration or in any relevant area will also be given due consideration, but is not a requirement.

Experience:

• Minimum 5 years (with Secondary education) or 2 years (with a Bachelor’s degree) of progressively responsible administrative and/or HR experience is required.
• Familiarity with the procedures and policies of processing and issuance of UN travel documents, G4/G5 visa for HQ, HQ grounds pass, etc.
• Knowledge and understanding of UN staff rules and regulations an asset.
• Prior working experience with UN system a plus.
• Familiarity with ERP system and UNAll an asset.

Language:

• Fluency in English.
• Working knowledge of another UN language is an advantage, particularly Spanish or French.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period. Disclaimer Important information for US Permanent Residents (‘Green Card’ holders) Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications. Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

About the Organization

UNDP is the UN's global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. UNDP works in nearly 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. UNDP is working to strengthen new frameworks for development, disaster risk reduction and climate change. We support countries' efforts to implement the 2030 Agenda for Sustainable Development and achieve the new Sustainable Development Goals, which will guide global development priorities for the next 7 years.

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.