Mission and objectives

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is on the ground in some 170 countries and territories, supporting their own solutions to development challenges and developing national and local capacities that will help them achieve human development and the Sustainable Development Goals. Our work is concentrated on three main focus areas: Sustainable development; Democratic governance and peacebuilding; Climate and disaster resilience. UNDP helps countries attract and use aid effectively. In all our activities, we promote gender equality and the protection of human rights. UNDP has enhanced its support to countries to work towards the eradication of extreme poverty, enabling us to build back better and work towards innovative solutions to the complex global challenges. We have refined our service offering through six signature solutions to provide a more integrated response to the development challenges that we are all facing in this complex global environment. This includes a mix of policy advice, technical assistance, catalytic financing and innovative programmes tailored to country specific needs to accelerate progress towards the Sustainable Development Goals through six our signature solutions on – poverty, governance, resilience, environment, energy, gender equality.

Context

The Human Resources Unit (HR Unit) is part of the Operations section of the United Nations Development Programme Zambia country office. The HR Unit provides human resource and development services to UNDP and to the rest of the United Nations Country Team (UNCT) through implementation of the business operations strategy or direct support through interagency memoranda. Under the guidance of the Senior Management and the direct supervision of the Human Resources Associate, the Human Resource Assistant will promote a collaborative, client oriented approach in the Unit and will work on various tasks related to document management, learning and development, and compliance. Additionally, the incumbent will provide support to the broader practices and initiatives of the HR Unit.

Task description

Under the overall supervision of Senior Management and the direct supervision of the Human Resources Associate, the Human Resource Assistant will perform the following tasks:

• Perform general administrative tasks in the Human Resource Unit;
• Support management of the UNDP archive facilities for HR documents, including: sorting and labelling files in the archives; creating a directory and full inventory of all the files in the archives; manage transition of files from HR Unit that require archiving and transfer to the container on an annual basis, ensuring documents are properly catalogued and secured;
• Collate, compile and file data from various sources for updating monthly attendance records, as well as archiving;
• Support the Unit in the recruitment process by contacting candidates, preparing interview documents and other clerical duties during evaluation and selection of candidates;
• Assist in procurement of services such as advertising through soliciting quotations and processing of invoices for payment;
• Prepare routine correspondence, memorandum and reports in accordance with UNDP guidelines;
• Track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas;
• Provide information for cost-recovery bills in Atlas for HR services provided by UNDP to other Agencies;
• Maintain the Country Office staffing table;
• Collect background information for submissions to the Local Compliance and Review Panel (CRP);
• Participate in trainings for the operations/projects staff on HR;
• Contribute to knowledge networks and communities of practice;
• Support talent development initiatives and compliance with completion of mandatory courses;
• Perform any other duties as assigned.