HR & Administrative Associate Full-time Job

I. Organizational Context: The HR & Administrative Associate works under the guidance and supervision of the designated International staff and the Human Resources Unit in Baghdad and collaborates with operations, programme and project staff in the Country Office for effective achievement of the objectives. The HR & Administrative Associate promotes a client-oriented approach consistent with UNDP rules and regulations and provides timely, efficient and effective HR, procurement and logistical support and implementation of the Unit Workplan.

II. Functions / Key Results Expected:

Effective support in implementation of Human Resources Management Services focusing on achievement of the following results:

Full compliance of HR activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented HR management system;

Implementation of recruitment processes including job descriptions establishment, provision of input to job classification, advertisement, screening of applications, administration of tests, participation in interview panels, taking minutes, etc. following the guidelines in the UNDP POPP;

Coordination of performance management activities and compilation of required reports;

Follow-up of personnel transactions; verification of payment requests by checking supporting documentation; monitoring staffing table and posts; providing relevant statistics and data related to personnel administration and staffing.

Preparation of routine correspondence, memoranda and reports in accordance with UNDP requirements.

Regular contact with Ministry of Foreign Affairs regarding protocol and visa-related matters.

Effective administrative and logistical support to the HR & Operations Unit focusing on achievement of the following results:

Coordination and implementation of office maintenance of UNDP Iraq Compound ( Baghdad ) works to ensure provision of reliable and high quality maintenance, repairs and operations services by sub-contracted suppliers, as per the technical agreement and UNDP internal procedure, covering, inter alia, all maintenance-related requirements including maintenance schedules of the compound. Including Electrical/Mechanical infrastructure (LV/MV Panels, transformers, RMUs, Generators, ATS Panels, all site related panels), Mechanical Infrastructure (HVAC and Refrigeration), and building including Civil, Architecture, etc

Maintain direct relationship with all related maintenance Sub-Contractor suppliers to implement quality control of services and deliveries to UNDP and report to the unit on issues affecting the services being rendered.

Prepare monthly report to reflect and document Maintenance records, statistics of works carried-out and financial cost per line/activity items executed.

Support, update and document existing maintenance technical file in Baghdad office; create related databases.

Effective support to procurement processes for office vehicles focusing on achievement of the following results:

Supporting and preparing documents and requirement, specification, maintenance log files for both leased vehicles and UNDP owned vehicles. Tracking of routine scheduled service requirements, updating documents and assisting on the preparation for major maintenance or procurement projects.

Monitor and report any abnormalities or defects from service and operation.

Update vehicles monthly operating parameters ( mileage / operating hours / defects or major interventions). Monthly report vehicles service log.

Ensuring vehicle utilization, repair maintenance records of individual vehicles.

Assisting on planning to replace vehicles or lease vehicles when required, preparing of requirement / vehicle specs and supporting of the documents.

Keep data up to date and confidential in regular bases, including monthly report of overall vehicle status, defects.

Provides support to knowledge building and knowledge sharing focusing on achievement of the following results:

Organization of training courses, workshops, seminars in Operations areas. Contribute to developing the best operational knowledge, by maintaining related data/records.

Maintenance of files (both hard and soft copies) for project documentation; provide access to project information in timely fashion;

Any other HR and Operations related support as requested and deemed essential.

III. Impact of Results:

The key results have an impact on the overall efficiency of the CO operations including HR and administration activities, successful implementation of the CO strategies. Accurate presentation of information strengthens the capacity of the HR Unit and promotes the image of UNDP as an effective contributor to the development of the country.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. We work to strengthen new frameworks for development, disaster risk reduction and climate change. We advocate for human rights, good governance and the rule of law. And we partner with the private sector to help drive innovation and entrepreneurship.