Office/Unit/Project Description 

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply.

UNDP Viet Nam country programme has been growing up significantly over the last 5 years. Together with this are various changes in staffing and human resources management policies, procedures, and systems. The clustering of some HR services from the Viet Nam country office (CO) to the Global Shared Services Center (GSSC) in Copenhagen also changes the way human resources services are provided. In addition to traditional roles, the Human Resources unit also plays coordination role between the country office and the GSSC.

UNDP Viet Nam has recently launched the Common Back Office, which provides HR services, along with various other operational services, to all UN agencies in the country. As a result, the HR team will play a crucial role in ensuring the successful implementation and seamless operation of this initiative, supporting the needs of all participating agencies.

Scope of Work 

1. Supports the implementation of HR strategies and policies at CO level:

• Full compliance of HR processes and records with UN/UNDP rules, regulations, policies, and strategies.
• Input to the CO 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.
• Provide support in organizing the Office Engagement Activities.

2. Implements HR services focusing on achievement of the following results:

• Coordination between GSSC and hiring units/ members.
• Review of draft job descriptions, vacancy announcements, compiling matrixes, performing functions of Secretary in interview panels.
• Creation/update of positions in Human Resource Services Portal, association of positions to chart fields (COAs),
• Tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations through UNAll.
• Collection of background information for submissions to the Compliance Review Panel/Board
• Maintenance of the CO staffing table and proper filing system for HR records and documents.
• Provide HR administrative support for the effective implementation of HR services to UNDP and Common Back Office (CBO).
• Being the IDAM focal point  and update COA, labor schedule based on requests of projects.
• Provide administrative support to retirees as applicable.
• Provision of information for cost-recovery bills for HR services provided by UNDP to other Agencies.

3. Supports staff performance management, learning and career development:

• Supporting proper induction for new staff, monitoring to ensure mandatory learning courses are timely completed by CO staff.
• Provide support in organizing the trainings for the operations/projects staff.

4. Supports the development and implementation of the Business Operations Strategy and UN-related surveys:

• Participation in the development and implementation of the Business Operations Strategy and the annual work plan of the HR Working Group
• Support to comprehensive and interim local salary survey, hardship and place-to-place and other HR surveys.

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 guidance of the Operations Manager and direct supervision of the Human Resources Analyst, 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 project teams in the CO, UN Agencies in the country and UNDP HQs staff to exchange information and ensure effective service delivery.

Competencies

Please refer to the competency framework site for the entire list of competencies and further explanations.

Minimum Qualifications of the Successful NPSA