Human Resources Assistant

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.

In the context of the adoption of the Sustainable Development Goals (SDGs) by member States of the United Nations (UN), UNDP has supported Member States and other stakeholders in implementing commitments – which set concrete aspirations to end hunger and disease for all people in the world; fight inequality and discrimination; promoting sustainable production and consumption systems and combating climate change. 

Supporting the implementation of the 2030 Agenda and the SDGs in Brazil is an essential part of UNDP’s mandate, and UNDP has been working, in partnership with the Brazilian government and other partners, on social mobilization and territorialization of the SDGs to reach areas and communities where progress has been slower and assure that “no one is left behind”. The focus is on strengthening institutional capacities and social participation mechanisms to ensure the design and implementation of inclusive public policies in a friendly and profitable business environment respecting and preserving the environment.

In aligning the organizational resources behind its strategy, the Brazil Country Office (CO) functional structure comprises three main areas, the management support functions, Programme team and Operations Team. The Operations Team is composed of Human Resources (HR), Finance, Joint Operations Facility - JOF (Procurement and Travel), ICT, and General Administration / Logistics units, all of which are responsible for quality assurance for the implementation of UNDP policies and procedures in these operational functions. 

The Operations team has an instrumental role in transforming the effectiveness of UNDP Brazil by formulating a comprehensive service delivery platform to deliver operations solutions for all UNDP programmes and projects as well as coordinate operations services and their potential expansion to UN System Joint Operations Facility.

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 providessupport 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.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of  the Office and the Organization.

Institutional Arrangement:

Under the overall guidance and direct supervision of the Human Resources Associate , the Human Resources Assistant contributes to the HR Services, ensuring high quality of work, helps the delivery of procurement services to JOF client/Agencies, ensuring high quality on the delivery of the services needs. 

Competencies
Core Competencies:
Achieve Results:
• LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively:
• 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:    

Business Management - Communication:

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Development - Integration within the UN:

Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations.

Business Development - Knowledge Generation:

Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need.

Business Management - Customer Satisfaction/Client Management:

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns

HR - Compensation/remuneration - Payroll management:

Knowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reports.

HR - People strategy and planning  - People analytics:

Ability to generate and align people data with business intelligence data to inform strategic decision-making; knowledge of databases, their architecture, integration and landscape; ability to create and use data models; knowledge of visualization techniques.  Gathering and using data and information to provide insights into people issues and guide decision-making.

HR - Recruitment - Assessment and selection:

Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs. 
Required Skills and Experience

Min. Education requirements:

Secondary education (Complete Education at High School Level) is required. OR University degree (Bachelor’s degree) in Business, Psychology, Human Resources or related areas of humanities, communications, social sciences or related areas 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.).

Desired skills in addition to the competencies covered in the Competencies section:

Experience with the United Nations Common System or comparable international organization. Experience in using Enterprise Resource Planning (ERP) systems. Experience in Recruitment & Selection processes Experience with personnel contract managment.

Required Language(s):

Fluency in Portuguese is required;  Working Knowledge in English is desirable. 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
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