Job Description
Scope of Work
- Provide support to the HR Unit focusing on achievement of the following results:
- Support to implement the recruitment processes for UNDP Nepal.
- Maintain CO staffing table and local rosters where relevant.
- Support the maintenance of physical and electronic filing system of all HR records.
- Provide administrative and logistical support for recruitment processes and events of the HR Unit.
- Support the activities of the HR unit for staff wellbeing including celebration of staff birthdays, farewells and other related events.
- Prepare correspondences and administrative letters related to the HR Unit.
- Send periodic reminders to projects regarding contract expires.
- Ensure inductions of new joiners are conducted on regular basis and coordinate with respective units and focal points for providing necessary inductions to new joiners as per the practice.
- Update UN Nepal Personnel Database System (UNNPDS) and process ID cards of the staff / personnel.
2. Provide support to carry out procurement related processing and payment to vendors for the HR Unit
- Facilitate the processing of procurement contracts related to HR Unit and raise requisitions.
- Maintain track and monitor all procurement related activities for the HR unit.
- Provide inputs in the preparation of the procurement plans for the HR unit.
- Provide document to the relevant unit for processing timely payments to HR unit vendors for both PO and Non-PO payments, following UNDP procurement and finance rules and regulation.
- Ensure maintenance of proper filing system for the HR unit procurement related payment.
3. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Update the data of completion of mandatory courses on regular basis and send reminders to staff who have not completed mandatory training within the stipulated time.
- Provide logistic support in organization of trainings for the staff as per learning plan of the office.
- Participate in the training for the operations/projects staff on administration and relevant areas.
4. Support commitment to GESI through HR Unit:
- Ensure GESI considerations as made in the HR processes as per UNDP’s Workforce diversity policy.
- Create a safe working environment by developing respectful and safe organizational culture and supporting practices.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
Institutional Arrangement
Under the guidance and supervision of the HR Analyst, the Operations Associate provides support to operations of the office by performing a variety of standard administrative processes ensuring a high quality, accuracy and consistency of work. S/he promotes a client, quality and results-oriented approach.
Competencies
Core
- 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
Customer satisfaction
• 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.
- Business Management
Working with Evidence and Data
• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
- Administration & Operations
Documents and records management
• Overall document (hard or electronic) management; registry and retention policy including storing and archiving
- Finance
Accounting (General)
• Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
- 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
- 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
- 2030 Agenda: Peace
Governance
• Inclusion and Participation of Marginalised Groups
- 2030 Agenda: People
Gender
• Gender and Crisis
Job Specification
Required Skills and Experience
Minimum Education Requirement
- Completion of Secondary education is required.
- A first-level university degree (bachelor’s degree) in Management, Business Administration or other relevant area will be given due consideration, but it is not a requirement.
Minimum years of relevant work experience
- A minimum of 6 years (with secondary education) or 3 years (with a bachelor’s degree) of progressively responsible operations (administration, finance, HR, procurement support services) experience is required at the national or international level.
Required skills
- Excellent knowledge of computer including MS Office (Word, Excel and Power Point etc.).
Desired skills in addition to the competencies covered in the Competencies section
- Experience of working in the area of Human Resources and Administration.
- Sound experience in maintaining organized filing systems.
- Experience in providing support in recruitment processes.
- Experience in executing financial transactions and processing payments to vendors.
- Experience in conducting procurement activities in adherence to compliance-related provisions.
- Experience in logistic management and event management.
- Experience in handling of web-based management systems and ERP HR module experience.
- Experience of working in international organization is desired.
Required Language(s)
- Fluency in English and Nepali is required.
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