Human Resources Assistant
2 days ago
The position is located in the United Nations Office on Drugs and Crime (UNODC), Regional Office for Southeast Asia and the Pacific (ROSEAP), Bangkok (Thailand), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the general guidance of the Programme Coordinator and the direct supervision of the Operations Manager in the ROSEAP Core team.
**Responsibilities**:
The Human Resources Assistant will be responsible for providing support to all UNODC administrative operations in Southeast Asia and the Pacific. Within assigned authority, the incumbent will be responsible for the following specific duties.
Classification, Recruitment and placement
- Assist in reviewing and processing requests for classification of locally-recruited personnel (excluding consultants/contractors).
- Provide support in advising and answering general queries on procedures and processes for locally
- and international-recruited staff and personnel (excluding consultants/contractors).
- Assist in liaising with UNODC headquarters and local implementation partners (e.g. UNDP Country Offices) to ensure appropriate classification, grading and advertisement of posts.
- Assist in liaising with UNDP Offices for the advertisement of all locally-recruited UNODC posts in the assigned units.
- Contribute to creating long lists of applicants for locally-recruited posts (excl. consultants/contractors) for review by hiring managers.
- Contact short-listed applicants for locally
- and international-recruited posts (excl. consultants/contractors) and arrange appointments for written tests and interviews.
- Draft interview reports for local and international recruitments.
- Facilitate the onboarding of new UNODC staff in the assigned units and liaise, to that aim, with other headquarters’ Sections and UNODC Programme Offices in the region as appropriate.
- Assist in the filling of posts for all categories, including initiating and following up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits as required, and preparing and dispatching offers of appointment and pay slips.
- Advise staff on visa matters for Thailand.
Administration of entitlements
- Contribute to advising and assist with actions related to staff members' entitlements, such as education grant and rental subsidy, in liaison with UNODC headquarters.
- Inform locally-recruited personnel (excl. consultants/contractors) of their entitlements and benefits.
- Contribute to maintaining the Field Office Human Resources Management web-based system.
Training and staff development:
- Assist in monitoring reporting cycles for all UNODC staff and personnel in the assigned units and, in liaison with relevant line mangers, ensure adherence to the ePAS and other relevant UN reporting systems.
- Monitor and ensure compliance by all UNODC staff in region with regards to mandatory training, including the filing of certificates of completion/attendance.
- Maintain up to date calendar/inventory of available training material and courses and, in consultation with relevant line mangers, make them available to staff.
- Maintain a registry of training undertaken in the personnel files and undertake periodic training needs analyses.
General
- Provide guidance to the work of junior UNODC personnel in the ROSEAP Human Resources team.
- Monitor the contractual status of all personnel in the assigned units and initiate timely action for reviews/renewals.
- Assist with exit procedures of separating personnel (excl. consultants/contractors) and assist them with clearance and separation formalities.
- Undertake research on a range of HR-related issues and assist in the preparation of notes/reports.
- Provide general office support services: process, draft, edit, proofread and finalize for signature/approval a variety of correspondence and other communications; sets up and maintains files/records (electronic and paper); schedules appointments/meetings, monitors deadlines, etc.;
- Train and provide guidance to new personnel and/or to peers and colleagues on human resource procedures and practices.
- Perform other work-related duties as required.
Competencies
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; u
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