Job Responsibilities

• Complete adherence of HR processes and documentation to the rules, regulations, policies, and strategies of UNDP/UNODC.
• Contribution to the mapping of business processes within the Regional Office and development of internal Standard Operating Procedures (SOPs) in HR management, in collaboration with the immediate supervisor and office management
• Gathers background information and Terms of Reference (ToR) from project coordinators or Heads of sections regarding vacant positions to be filled, and prepares the necessary administrative documentation (job descriptions, requests for vacancy announcements or publications, etc.).
• Constructs Job Openings for international staff in INSPIRA and coordinates the recruitment process in close collaboration with UNODC HQ.
• Assists in the preliminary screening of candidates based on selection criteria and in the preparation of final evaluation tables. Prepares minutes and reports (Process Verbale) related to the selection committee’s recommendations. Maintains electronic records and hardcopy files of such documentation for project auditing purposes.
• Assists in the preparation of contract letters for local staff and consultants, ensuring their timely submission to UNDP for approval.
• Monitors and maintains the Field Office Human Resources Management (FOHRM) Platform, ensuring that personnel data are up-to-date.
• Monitors the contractual status of project personnel and provides advice on timely actions required for contract extension or renewal.
• Maintains a separate staffing list that serves as a monitoring tool against information contained in FOHRM, as well as enhancing management decisions on human resources planning.
• Assists the Finance Unit in clarifying and reconciling monthly UNDP payroll EOIVs against information contained in FOHRM or staff contracts.
• Organizes orientation and induction programs or meetings for newly recruited staff (both local and international) regarding the organization's operations, locating the Security and Safety team (UNDSS), canteen facilities, and finding accommodation for international staff, etc.
• Ensures that new and existing staff are briefed or informed about new HR rules and regulations from both HQ and UNDP.
• Prepares documentation for a variety of personnel actions (e.g., separations, promotions, contract extensions, salary increments, etc.) and ensures proper filing of personnel records by project and individual staff.
• Reviews Performance Evaluation Reports for correctness with regard to proper procedures being followed.
• Ensures a proper and efficient staff attendance system and serves as the focal point for all leave requests.
• Maintains a personnel trending file on a monthly/yearly basis that can be used to monitor staff movement over specific periods.
• Maintains a register of training undertaken during the year and, in consultation with the Head of Operations, conducts periodic analysis of training needs.
• Acts as the liaison staff between UNDP/HQ and ROSEN in relation to personnel administration.
• Conducts exit interviews for separating staff members and assists them with clearance and separation formalities.
• Participation in training sessions for operations/projects staff on HR matters.
• Contribution to knowledge networks and communities of practice.