Admin & HR Assistant

Background
Under the guidance and supervision of the Operations Manager and Human Resource Officer, the Admin and HR Assistant provides support to administration and HR services in China office ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The Admin and HR Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.

The Admin and HR Assistant works in close collaboration with the Programme and Operations teams to exchange information and ensure consistent service delivery.

Duties and Responsibilities
1. Implementation of Administrative service

2. Implementation of HR services

3. Support to knowledge building and knowledge sharing

1. Under direct supervision of OM, ensure the management of administrative service focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies
Implementation of the internal standard operating procedures (SOPs) in administration
Provide logistic support and services to key events(e.g. Conferences, VIP visits, UN Day, etc) on a timely and quality basis
Arrange and obtain visa for all UN travelers, Resident Permit and Diplomatic Identification Card for international staff
Provide assistance for handling ad-hoc tasks and emergent travel cases that may liaise with the government of China for travel arrangement of high UN officials
Application and renewal of UNLP for eligible staff
Make arrangement of airport pick up as required. Meet higher officials at the airport and provide support of customs procedures and expedite check – in if necessary
Arrange airport pass for top leaders in accordance with relevant policy
2. Under direct supervision of HR Officer, ensures implementation of HR strategies and services focusing on achievement of the following results:

Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies; effective implementation of the internal control framework
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
Providing full support in recruitment process for Service Contract and Individual Contract including job posting, CV screening, interview arrangements, documents preparation, and note taking
Leave administration for CO, including leave transaction in Atlas/on the intranet Provision of overall logistic support to daily HR management, including correspondences drafting, meeting arrangement, backup system updating, etc.
Management of internship programme
Maintenance of proper filing system for HR records and documents
Provision of information for cost-recovery bills for all HR service to Project or other agencies
3. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the trainings for the operations/projects staff on administration and HR
Support to the organization of new staff orientation
Contribution to knowledge networks and communities of practice.

Competencies

Good interpersonal skills and communication skills
Good organizational and analytical skills
Strong service and client orientation
Required Skills and Experience
Degree in Business or Public Administration, Human Resources Management or related fields
2-3 years of experience in HR Administration and administrative support
Experience in the usage of computers and office software packages
Fluency in both written and oral English
Disclaimer

Only applicants submitted through the link could be considered

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