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HR Assistant

United Nations Development Programme

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Job Description

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Description

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UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women’s India Country Office, based in New Delhi, India, works to accelerate the advancement of gender equality and the empowerment of women through the strengthening of strategic partnerships, technical and policy advisory services and advocacy with governmental, inter-governmental and civil society partners. In addition, UN Women India CO is charged with leading and coordinating the UN system’s work on gender equality, including through ensuring accountability for results.

Under the guidance of the Operations Manager (India CO) and the daily supervision of the Human Resources (HR) Associate, the HR Assistant is responsible for administratively supporting the recruitment and placement, administration of benefits and entitlements of staff and local external contractors, other HR administration issues and separation of personnel.

Duties and Responsibilities:

Administer and implement HR strategies and policies in India CO in full compliance with UN Women rules, regulations, and HR policies and guidelines:

  • Provide general, standard information to the management and staff on HR strategies, rules and regulations;
  • Identify ways in which the administrative needs can be met within existing policies; interpret processes and procedures, anticipate and manage operational requirements;
  • Prepare written response to queries concerning HR related matters.
Provide HR administrative and logistical services to India CO and region in full compliance with UN Women rules, regulations, and HR policies and guidelines:
  • Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications; maintain files/records, monitor deadlines;
  • Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements, and renewal of UNLPs and visas;
  • Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through QUANTUM;
  • Facilitate responses to audit findings and recommendations;
  • Assume overall responsibility for leave management; record management;
  • Process payment, and administer entitlements for international staff as delegated; validate and coordinate local payroll and related issues;
  • Facilitate staff separation process;
  • Create/update entries of PO in QUANTUM.
Facilitate and coordinate recruitment processes in full compliance with UN Women rules, regulations, and HR policies and guidelines:
  • Draft job descriptions and vacancy announcements; assist in reviewing and processing requests for classification;
  • Screen candidates and facilitate and participate in interview panels as necessary;
  • Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB);
  • Prepare position establishment, liaise with headquarters and assure that action is completed;
  • Provide regular recruitment status reports;
  • Provide advice to local recruitment in programmes/projects when necessary.
Provide administrative support to staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines:
  • Support compliance with the performance appraisal review in the office and region and staff learning and development;
  • Support in the preparation of Office learning plan and individual learning plans in consultation with the Operations Manager.
Maintain data in relation to HR in full compliance with UN Women rules, regulations, and HR policies and guidelines:
  • Maintain and update internal database and files on administrative HR matters in a confidential and secure manner;
  • Generate a variety of standard and non-standard statistical and other reports from various databases;
  • Update position data in QUANTUM, association of positions to chart fields (CoAs), update of CoA information and setting up vendors.
Facilitate knowledge building and knowledge sharing globally:
  • Organize training courses, workshops, information sessions, orientations and consultations for staff;
  • Provide a synthesis of lessons learnt and best practices in HR administration;
  • Liaise with HR headquarters in HR administration and staffing to disseminate information on a variety of HR matters.
Required Skills and Experience:

Education:

  • Completion of secondary education is required.
  • Bachelor’s degree in HR, Business or Public Administration is an asset.
Experience:
  • Minimum 5 years of relevant experience in office administration and/or human resource management;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management system.
Language Requirements:
  • Fluency in English and Hindi is required.
  • Knowledge of the other UN official working language is an asset.

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