Human Resources Assistant

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Job Description

Office/Unit/Project Description

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.

UNDP Viet Nam country programme has been growing up significantly over the last 5 years. Together with this are various changes in staffing and human resources management policies, procedures, and systems. The clustering of some HR services from the Viet Nam country office (CO) to the Global Shared Services Center (GSSC) in Copenhagen also changes the way human resources services are provided. In addition to traditional roles, the Human Resources unit also plays coordination role between the country office and the GSSC.

UNDP Viet Nam has recently launched the Common Back Office, which provides HR services, along with various other operational services, to all UN agencies in the country. As a result, the HR team will play a crucial role in ensuring the successful implementation and seamless operation of this initiative, supporting the needs of all participating agencies.

Scope of Work

Supports the implementation of HR strategies and policies at CO level:

Full compliance of HR processes and records with UN/UNDP rules, regulations, policies, and strategies.
Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management.
Provide support in organizing the Office Engagement Activities.

Implements HR services focusing on achievement of the following results:

Coordination between GSSC and hiring units/ members.
Review of draft job descriptions, vacancy announcements, compiling matrixes, performing functions of Secretary in interview panels.
Creation/update of positions in Human Resource Services Portal, association of positions to chart fields (COAs),
Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations through UNAll.
Collection of background information for submissions to the Compliance Review Panel/Board
Maintenance of the CO staffing table and proper filing system for HR records and documents.
Provide HR administrative support for the effective implementation of HR services to UNDP and Common Back Office (CBO).
Being the IDAM focal point and update COA, labor schedule based on requests of projects.
Provide administrative support to retirees as applicable.
Provision of information for cost-recovery bills for HR services provided by UNDP to other Agencies.

Supports staff performance management, learning and career development:

Supporting proper induction for new staff, monitoring to ensure mandatory learning courses are timely completed by CO staff.
Provide support in organizing the trainings for the operations/projects staff.

Supports the development and implementation of the Business Operations Strategy and UN-related surveys:

Participation in the development and implementation of the Business Operations Strategy and the annual work plan of the HR Working Group
Support to comprehensive and interim local salary survey, hardship and place-to-place and other HR surveys.

Minimum Qualifications of the Successful NPSA

Min. Education requirements

Secondary education is required.
A university degree Human Resource, Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.

Min. years of relevant work experience

Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in Human Resources and/or Administration, Business Management is required at the national or international level.
Required skills Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems
Desired skills in addition to the competencies covered in the Competencies section
Having strong experience in HR, especially in Recruitment.
Experience working with international or development organisation is desirable.
Having experience in maintaining organized filing systems.
Experience in conducting HR Orientation for New hires.
Having experience in supporting engagement activities.
Proven oral and written skills, drafting and reporting skills