Human Resources/Procurement Clerk (NPSA 5)

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Human Resources, Procurement
  • Deadline:
    December 6, 2022

JOB DESCRIPTION

Job Description

Background
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. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
 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
  1. 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.
  1. 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 results:
  1. Update of the rosters of suppliers
  • Ensures proper control of Assets focusing on achievement of the following results:
  1. Support preparation of inventory reports
  2. 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

4. 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
  • 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

  • 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:
  • Secondary education. Certification in HR or Procurement is an asset.
  • A Bachelor Degree in HR, Business Administration
  • Experience:
  • 5 years of relevant work experience with a High school degree
  • 2 years relevant work experience with a Bachelor Degree.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems.
Disclaimer
Important applicant information

All posts in the NPSA categories are subject to local recruitment. Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience, and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Required Skills

Skills

Knowledge of HR processes and automated procurement systems is an asset.• Fluency in the English is required. A working knowledge of other UN languages would be beneficial but not mandatory