Human Resources Assistant - Open to Internal and External Candidates

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.

• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments

• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers

• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

The HR Assistant position falls under the Human Resources unit within the UNDP Egypt office. The unit is dedicated to implementing HR strategies that comply with UN/UNDP policies and contribute to the achievement of effective HR services across UNDP-administered agencies. The HR Assistant will play a vital role in supporting recruitment processes, onboarding, knowledge sharing, and maintaining HR records, thereby enhancing operational efficiency and service delivery.

Duties and ResponsibilitiesEnsures implementation of HR strategies through:

• Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies;

• Input to 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.

Implements HR services through:

• Acts as focal point for local recruitments and internship selection process;

• Processes applications for vacancies, including preparing and maintaining case files for candidates, arranges for exams and interviews;

• Assists in the evaluation and screening of candidate applications;

• Assists in filling of posts, including initiating and following up on reference check and academic qualifications, and preparing relevant documentation required for recruitment related meetings;

• Maintains vacancy announcement files and tracks status of vacancy announcements;

• Assists in the post classification and recruitment request through UNall and coordinates with GSSC on recruitment related matters;

• Creation/update of positions in HR software, association of positions to chart fields (COAs), update of COA information and labur schedule updates.

• Assists in the contract extension request through UNall and coordinates with GSSC on relevant HR transactional work;

• Maintains proper filing system for HR records and documents;

• Monitor and maintain accurate office attendance records.

• Provides information for cost-recovery for HR services provided by UNDP to other units or Agencies.

• Assists in monitoring the completion status of UNDP mandatory courses and following up on the completion;

• Assists in onboarding and offboarding activities for the CO;

• Support the activities of the HR unit for staff wellbeing.

Provide general HR related support through:

• Drafts and/or processes a variety of correspondence and other communications;

• Provision of back up functions to HR team during absences;

• Prepares supporting documents for HR related payments;

• Undertakes research in a range of HR related issues and assists in preparation of notes/reports;

• Performs general support duties as assigned.

Ensures facilitation of knowledge building and knowledge sharing through:

• Participation in training for the operations/programme/projects staff on HR issues;

• Synthesis of lessons learnt and best practices in HR;

• Sound contribution to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The HR Assistant will report directly to the Head of HR/HR Analyst. The HR Assistant will work closely with the HR team and engage with various stakeholders to ensure compliance and delivery of HR services.

CompetenciesCoreAchieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies Thematic AreaNameDefinitionBusiness Management

Operations Management

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.

• Knowledge of relevant concepts and mechanisms

Business Management

Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.

• Provide inputs to the development of customer service strategy.

• Look for ways to add value beyond clients' immediate requests.

• Ability to anticipate client's upcoming needs and concerns.

Business Management

Communication

• Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

• Ability to manage communications internally and externally, through media, social media and other appropriate channels

HR

Recruitment Design and Management

• Knowledge of, ability to design and manage end to end recruitment processes

HR

Assessment and Selection

Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs

HR

Payroll Management

Knowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reports

Required Skills and ExperienceEducation:Minimum education requirements

• Secondary education is required. OR

• A university degree (bachelor´s degree) in Human Resources, Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.

Experience:

Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant HR experience at the national or international level is required.

Required skills:

• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP.

Desired skills in addition to the competencies covered in the Competencies section:

• Prior relevant working experience with the UN/UNDP, an international organization or an international NGO.

• Experience in handling of web-based management systems/ERP (e.g Quantum).

• Direct experience applying and ensuring compliance with UN/UNDP rules, regulations, policies, and procedures.

• Practical experience with the full range of administrative tasks, including processing HR transactions, managing contracts, tracking positions, and handling staff entitlements and benefits.

Professional Certificates:

• Specialized certification in HR is desirable.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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