Background |
UNDP Indonesia’s mission is to be an agent for change in the human and social development of Indonesia. We, the UNDP Country Office (CO), aim to be a bridge between Indonesia an all donors as well as maintaining our status as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.
I. Organizational Context
Under the guidance and supervision of the HR Associate, the HR Assistant provides HR services ensuring high quality, accuracy and consistency of work. The HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.
The HR Assistant works in close collaboration with the operations, programme and projects’ staff in the SO, CO and UNDP HQs staff to exchange information and ensure consistent service delivery. |
Duties and Responsibilities |
II. Functions / Key Results Expected
Summary of Key Functions:
Implementation of HR strategies
- Implementation of HR services
- Support to staff career management and career development
- Support to UN-related surveys
- Support to knowledge building and knowledge sharing
1.Ensures implementation of HR strategies focusing on achievement of the following results:
- Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies. Effective implementation of the internal control framework
- Input to the SO 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.
2.Implements HR services focusing on achievement of the following results:
- Preparation of draft job descriptions, vacancy announcements, compiling matrixes, performing functions of Secretary/participation in interview panels.
- Creation/update of positions in Atlas, association of positions to chart fields (COAs), update of COA information, setting up vendor performing the functions of Admin.HR, Position Administrator (hire, manage benefits, manage assignments, manage life events, extension, separations and termination) and Absence Processor (Record absence, take grant leave entitlement and adjust absence balances and monitor absence data) and recurring post in Atlas. Timely follow up with finance staff on Global payroll and non global payroll issues.
- Preparation of contracts (SCs).
- Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas.
- Maintenance of the SO staffing table.
- Collection of background information for submissions to the Local Appointment and Promotion Board (LAPB) & CAP for SC
- Update of the SO rosters.
- Maintenance of proper filing system for HR records and documents.
- Provision of information for cost-recovery bills in Atlas for HR services provided by UNDP to other Agencies.
- Provision support on preparation of regular Human Resources unit report
- In large offices creation/update of positions, link of positions to COA, update of SO information can be performed by Position Administrator. Identification of job descriptions and classifications, vacancy announcements, participation in interviews, vendor set up can be performed by Admin HR.
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3. Ensures proper staff performance management and career development focusing on achievement of the following results:
- Provision of background information to CRG.
- Provision of background information for drafting Whole Office Learning plan and individual learning plans.
- Ensures conduct of UN-related surveys focusing on achievement of the following results:
- Collection of information for comprehensive and interim local salary, participation in the work of LSSC, hardship and place-to-place surveys.
5. Supports knowledge building and knowledge sharing in the SO focusing on achievement of the following results:
- Organization of trainings for the operations/projects staff on HR related issues.
- Participation in the trainings for the operations/projects staff on HR.
- Contribution to knowledge networks and communities of practice.
III. Impact of Results
The key results have an impact on the execution of the SO HR services in terms of quality and accuracy of work completed. Accurate data entry and presentation of financial information and client-oriented approach enhances UNDP capability in the HR management. |
Competencies |
IV. Competencies and Critical Success Factors
Corporate Competencies:
- Demonstrates commitment to UNDP’s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning
- Shares knowledge and experience
- Encourages office staff to share knowledge and contribute to UNDP Practice Areas
- Develops basic knowledge of one or two Practice Areas
- Promotes a learning environment in the office
- Provides helpful feedback and advice to others in the office
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
- Development and Operational Effectiveness
- Ability to perform a variety of standard tasks related HR management, including screening, collecting and preparation of documentation, data input, creation of position, transactions tracking, filing, provision of information
- Strong IT skills
- Ability to provide input to business processes re-engineering, implementation of new system
Leadership and Self-Management
- Focuses on result for the client
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates strong oral and written communication skills
- Remains calm, in control and good humored even under pressure
- Demonstrates openness to change and ability to manage complexities
- Responds positively to critical feedback and differing points of view
- Solicits feedback from staff about the impact of his/her own behavior
HR Certification programme |
Required Skills and Experience |
V. Recruitment Qualifications
Education:
- Bachelor Degree in Economic, Business or Public Administration would be desirable.
Experience:
- 4 years of relevant HR experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.
Language Requirements:
- Fluency in the UN and national language of the duty station.
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