UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) and established a Global Shared Service Centre (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses and fixed assets), advisory and support services to UNDP Offices worldwide,and to provide training to UNDP Offices where needed. Human Resources services within the GSSC was set up earlier in 2003 in Copenhagen and it provides customized service packages to more than 40,000 UN personnel from agencies, funds and programmes across the UN System. GSSC-HR in Copenhagen has established a legacy as a major Human Resources administration center within the United Nations and is recognized as a centre of excellence. The Global Shared Service Centre (GSSC) is part of the Bureau for Management Services (BMS).

In the area of Human Resources, the GSSC supports both personnel and management in UNDP offices and other UN Agencies with the full cycle of HR services ranging from recruitment, talent management, learning and development, HR policy and advisory services, benefits and entitlements management, payroll and banking transactions.

The Partner Personnel Service Agreement (P-PSA) Team in the Global Human Resources Service Centre (GHRSC) is responsible for administering personnel hired under P-PSA modality on behalf of UN Agencies as stipulated in service level agreements.

Under the overall guidance of the Human Resources Specialist and direct supervision of the Human Resources Associate, the HR Assistant provides HR services ensuring high quality, accuracy, and consistency of work. The HR Assistant promotes a client-oriented approach in the PPSA Team consistent with UN/UNDP HR rules, regulations, policies, and procedures.

1. Support effective implementation of HR strategies:

• Full compliance of HR processes and records with the UN rules and regulations, UNDP policies, procedures and strategies.
• Provision of guidance and information on matters relating to PSA policies, fostering partnerships with internal and external stakeholders by briefing and advising on relevant HR policies and procedures.
• Contribute to the GSSC business processes mapping and elaboration of the content of Standard Operating Procedures (SOP) in HR management in consultation with the direct supervisor.

2. Administer P-PSA benefits and entitlements:

• Within clearly established delegated authority, rules, regulations and procedures, review and implement entitlement requests, interpreting and applying established practices and processing actions in the ERP. Follow up on the finalization of and distribution of approved personnel actions.
• Prepare and issue offers and employment contracts to selected candidates on behalf of requesting Partner Agency.
• Facilitate administrative onboarding and offboarding processes for P-PSA personnel as required.
• Determine and verify financial entitlements, including initial hires, life and organization events, end of service, ongoing entitlements and other remuneration.
• Process requests for salary advances and other routine payments in ERP.
• Ensure completeness and appropriateness of documentation to process entitlements.
• Maintain HR data in the ERP, ensuring accuracy and cleanliness of the data. Follow up on missing information/documentation to support data entry.
• Reply to queries from personnel and other clients on work-related issues. Brief clients on routine entitlements and keep them informed of work progress.
• Maintain proper filing system for HR records and documents.
• Provide information for cost-recovery bills in ERP for HR services provided by UNDP to partner agencies.

• Maintain HR knowledge management prescriptive content within functional area ensuring that knowledge management system contains accurate and comprehensive coverage of relevant HR content.
• Provide inputs for preparation of knowledge articles, frequently asked questions (FAQ) and best practices; contribute to synthesizing lessons learnt and best practices.
• Support periodic learning sessions for Country Offices and Regional Hubs on HR issues.
• Participate in training relevant for the HR personnel.

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

Institutional Arrangement:

HR Assistant will be reporting to G7 HR Associate under the substantive guidance of the P3 HR Specialist and overall leadership of HR Manager.

Cross-Functional & Technical competencies:

HR- Compensation / Remuneration / Managing compensation and benefits:

• Ability to design compensation plans which are aligned to current and future organization needs and market conditions; knowledge of and ability to apply the ICSC compensation methodologies and principles. Knowledge of and ability to design benefits-related processes, programmes, and tools, including benefit enrolment and amendments.

HR / Payroll Management:

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

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.
• Ability to anticipate client’s upcoming needs and concerns.

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 Management / Digital Awareness and Literacy:

• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.

Business Management / Knowledge Generation:

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