Human Resources Assistant

Under the overall guidance of the Operations Manager and direct supervision of the Human Resources Coordinator, the Human Resources (HR) Assistant generalist provides support to the HR Unit with the contract administration of personnel hired under NPSA modality, including payroll management, strategic reports, recruitment and selection process, mainly for UNDP projects and UN Agencies, and ensuring high quality, accuracy and consistency of work.  

The HR Assistant generalist will support our HR department in ensuring smooth and efficient business operations. This position will have both transational and strategic responsibilities, helping to plan and administer important functions, such as recruitment & selection and administration of contracts.

The HR Assistant generalist provides support to all employees and works in line with the HR Strategy, in close collaboration with the Operations, Programme and projects’ staff in the Country Office. 

The incumbent will ensure consistent service delivery with full compliance with UN/UNDP rules related to HR processes, records,, regulations, policies and strategies on the National Personnel Service Agreement modality.

Duties and Responsibilities: 

Provide support to the implementation of HR strategies related to project positions:

• Ensure full compliance of HR processes and records with UN/UNDP rules, regulations, policies, and strategies.
• Provide HR administrative support for the effective implementation of HR strategies and initiatives.
• Support in the elaboration of new SOPs and KPIs of HR Services
• Suggests ideas for streamlining procedures to deliver optimal client service.

Provide support on Recruitment & Selection processes of project positions:

• Review TORs and documentation of R&S
• Follow up of vacancy announcements;
• Screening of applicants;
• Support on the preparation of interview minutes and reports;
• Organization of R&S files;
• Support in maintaining CO rosters.

Implement HR services for project staffing:

• Track HR transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations through ERP, in close coordination with GSSC as applicable.
• Maintain proper filing system for HR records and documents.
• Extract, input, copy and file data from various sources.
• Prepare routine correspondence, memoranda, and reports in accordance with CO needs and SOPs.
• Provide HR administrative support for the effective implementation of HR services to the UNDP project positions and partner agencies.

Supports effective communication and administration assistance for varied and inter-related services, including project operations support, focusing on achievement of the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
• Support the information flow in the office and dissemination of corporate and interoffice communication to personnel as required;
• Support the facilitation information sharing with Management Support and Programme and Operations Teams;
• Support the follow up of deadlines, established commitments, actions taken and coordination of collection and submission of the reports to the HR Coordinator.;
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, minutes of meetings and translations when required;
• Support the administration of meetings, appointments and briefings within the HR Unit
• Assist and carry administrative tasks related to HR Unit.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participate in the training for the operations/projects staff on HR issues and all relevant matters.
• Make sound contributions to knowledge networks and communities of practice.

Required Skills and Experience: 

Min Education requirements:

• Secondary education is required.
• A University degree (bachelor´s degree) in Business Administration, Psychology, Human Resources or related areas of humanities, Communications, Social Sciences or an equivalent field will be given due consideration, but it is not a requirement.

Min years of relevant work experience:

• Minimum 4 years (with secondary education) or 1 year (with Bachelor´s degree) of relevant experience in administrative and HR areas, preferably with contract administration, payroll, benefits and entitlement management, among others.

Required skills:

• Experience in the usage of computers and office software packages MS Word, Excel, Power Point, etc.

Required Languages:

• Fluency in Portuguese is required.
• Working knowledge in English is desirable.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/24388