UN Vacancy Listings

UNDP - Personnel Management Assistant (Open only to nationals of Guyana)

Title: Personnel Management Assistant (Open only to nationals of Guyana)

Job ID: 13826

Practice Area - Job Family: Management - HUMAN RESOURCES, Management - PROCUREMENT

Vacancy End Date: (Midnight New York, USA) 12/01/2018

Duty Station: Georgetown (GUY), Guyana

Education & Work Experience: C-HS Graduate or Equivalent - 4 year(s) experience

Languages: Required/Desired: English

Grade: SB2

Vacancy Type: FTA Local

Posting Type: External

Bureau: Other

Contract Duration: 1 Year with possibility for extension

Background

The Human Resource/Procurement Clerk provides clerical and administrative support to the work of human resources and procurement/administration under the respective guidance and supervision of the Human Resources Associate and Procurement/Administration Associate and overall guidance of the Operations Coordinator.  

The HR/Procurement Clerk will work in collaboration with other UNDP units and projects who request HR/procurement services and/or are involved in the HR/procurement processes.  The incumbent promotes a client-focused, quality and results-oriented approach in the Operations Unit.  Understanding of rules and regulations, quality assurance, accuracy, confidentiality, timeliness and proper documentation/recording are critical requirements for the job.

   

Duties and Responsibilities

Summary of Key Functions:

  • Support to implementation of HR services
  • Support to implementation of procurement and administrative services 
  • Support to knowledge building and knowledge sharing

Provide support to implementation of Human Resources services

  • Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies 
  • Processing of contracts and tracking of HR transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations.
  • Preparation of routine correspondence, documentation, and reports in accordance with Country Office Standard Operating Procedures. Extracting, inputting, copying and filing data from various sources. Provision of inputs to the CO staffing table and CO rosters.
  • Maintenance of proper filing system for HR records and documents.
  • Compile relevant documentation required for Post Creation and Classification of relevant posts.
  • Incorporate approved Terms of References into standard UNDP Job Description template and compile relevant documentation required for Post Creation and Classification of relevant posts noted above.
  • Initiate, prepare and monitor vacancy notices/advertisements, as required, and follow up with relevant local/regional newspapers to ensure publication of notices.
  • Upload vacancies in UNDP E-recruit system; prepare reports where applicable.
  • Prepare matrices of all applications received outlining qualification, experience, skills and relevance to the advertised posts to facilitate the interview and Compliance Review process where applicable.
  • Notify candidates of selection of interviews, prepare documentation for interviews, take minutes in interview sessions and prepare interview report.
  • Provide related administrative and follow up support throughout the recruitment process.
  • Make post-recruitment administrative arrangements with regards to Service Contractors for the projects (orientation, placement and any other logistics).
  • Support to administration and monitoring of staff Performance and Management Development (PMD) processes
  • Provide and coordinate inputs into UNDP and UN System-wide surveys, plans and reports 
  • Support UN Common Services as relevant. 
  • Other tasks as assigned.

Provide support to implementation of procurement and administrative services

  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs for preparation of procurement plans for the office.
  • Preparation of routine correspondence, documentation, and reports in accordance with Country Office Standard Operating Procedures. Extracting, inputting, copying and filing data from various sources.
  • Support to organization on procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
  • Provide support to implementation of procurement and administrative services
  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs for preparation of procurement plans for the office.
  • Preparation of routine correspondence, documentation, and reports in accordance with Country Office Standard Operating Procedures. Extracting, inputting, copying and filing data from various sources.
  • Support to organization on procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
  • Preparation of Purchase Orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services as requested, vendor creation in Atlas, maintenance of the filing system in the procurement unit.  Buyers profile in Atlas.
  • Implementation of the Internal Control System which ensures that Purchase orders are duly prepared and dispatched.  Timely corrective actions on POs with budget check errors and other problems.
  • Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
  • Contributes to implementation of sourcing strategy focusing on achievement of the following result. Update of the rosters of suppliers
  • Ensures proper control of Assets focusing on achievement of the following results: Support preparation of inventory reports and Support physical verification check-ups
  • Provide and coordinate inputs into UNDP and UN System-wide surveys, plans and reports
  • Support UN Common Services as relevant.
  • Other tasks as assigned.

Provide support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • Keep abreast of major current Corporate and CO events and initiatives.
  • Continuously update own knowledge on UNDP programme and operations matters.
  • Participation in available corporate training courses for operations/projects staff on HR/procurement.
  • Sound contributions to knowledge networks and communities of practice
   

Competencies

Core 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
  • 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 to front desk service, telephone communications service and updating of staff information
  • Good knowledge of UNDP administrative rules and regulations
  • Good IT skills

Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control and good humored even under pressure

 

   

Required Skills and Experience

Education:

  • Completed secondary education
  • Certification in HR or Procurement is an asset.

Experience:

  • Four (4) years of relevant work experience.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc)
  • Experience in handling of web based management systems. 

Knowledge of HR processes and automated procurement systems is an asset.

Language Requirements:

  • Fluency in the English is required. 
  • A working knowledge of other UN languages would be beneficial but not mandatory.

To apply, please visit here.

Last modified on Wednesday, 10 January 2018 17:10
Written on Wednesday, 10 January 2018 Published in Jobs Read 754 times