Senior Project Personnel Clerk, Vienna

Organizational Context

* The Human Resource Management Branch in the Programme Support and General Management Division (PSM/HRM) provides a broad range of services, including the development of policies, systems and tools that facilitate human resource management, thus enabling the Organization to achieve its business and strategic goals, while upholding the impartiality and fairness embodied in its Staff Regulations and Rules. The specific functions of HRM include: (a) human resource (HR) policy and procedures; (b) human resource planning, job classification and recruitment; (c) organizational learning, career development and staff performance management; and (d) administration of compensation and entitlements; social security as well as employee relations.

* The post is located in the Staff Services and Employee Relations Unit (SSR) of the Human Resource Management Branch (HRM). Under the supervision of a Human Resource Specialist, the incumbent is responsible for providing administrative and clerical support with regard to the appointment and administration of all types of personnel, including holders of 100, 200 and 300 series appointments and holders of Service Agreements (SA), Special Service Agreements (SSA) for general service category and reimbursable loan agreements.


* Screens all incoming recruitment requests for compliance with established rules and regulations, deciding which matters should be brought to the attention of the supervisor and which can be dealt with directly. Obtains and provides the HR Specialist with all relevant background information, making concrete proposals for appropriate action or reply.

* Prepares submissions of candidates for transmission to recipient governments, ensuring all relevant data is included in their curricula vitae; initiates necessary follow up action in regular intervals, keeping technical branches informed. Informs candidates of their selection and secures their availability dates for the mission in question.

* Prepares cost estimates for missions, who serve as basis for project managers' certification of funds; compares costs for specific missions with budget allocated to ensure availability of sufficient funds.

* Ensures compliance with established rules and regulations under 100, 200 and 300 series of the Staff Rules and for consultants under SSA and SA. Implements the provisions of the Staff Regulations and Staff Rules on staff entitlements.

* Maintains an accurate up-to-date system of data recording for each post under recruitment which is the basis of monthly statistics and for ensuring the recruitment process. Answers queries from candidates, National Recruitment Services, UNDP and UNIDO Representative (UR) offices, representatives of embassies and missions concerning recruitment matters.

* Responsible for preparing offers and letters of appointment/special service agreements/service agreements/reimbursable loan agreements, their secondments and extensions in consultation with project managers and their assistants and/or UNDP/UR offices as appropriate.

* Drafts correspondence to consultants concerning administrative aspects and terms of their employment and to UNDP/UR offices in connection with consultants' fielding.

* Arranges medical clearances and assists in obtaining the required security clearances as well as the completion of the required security training.

* Authorizes payments to consultants by verifying full compliance with payment schedule and in case of final payments, ensures timely receipt of final clearance certification from project managers. In case of reimbursable loans, ensures timely receipt of respective original invoices from lending company. Verifies input for all obligations on a monthly basis; unliquidated obligations and follow-up on unpaid balances from previous years.

* Monitors appointment and administration of national experts' and general service project personnel's contracts established by UR offices. Processes service agreements/reimbursable loan agreements and extensions to national professional experts and sends payment authorizations to UNDP offices where there is no coverage by a UR office or to national experts directly. Prepares amendments to service agreements and solves appointment and administration difficulties concerning national experts in assigned areas in an independent manner.

* Ensures that Van Breda insurance coverage is processed, prepares reports for submission to Van Breda on national project personnel on a regular basis. Ensures accurate computer input which serves as a basis for statistics on project personnel.

* Maintains UNIDO roster of experts by pre-screening and scanning their curricula vitae and classifying them by areas of expertise, inputting the required data and uploading the scanned documents into the database, deleting records of obsolete or inactive experts, providing statistics, etc.

* Perfoms other duties as assigned.

Required Competencies

* Excellent drafting skills as well as organizational skills. Ability to work in a team and under pressure, use tact and discretion.

Minimum Requirements

* Completed secondary education, several years of relevant experience in human resource management, administrative services, preferably in an international organization and in areas related to administrative and personnel work.

* Fluency in English with good working knowledge of French, knowledge of Spanish an asset.

* Ability to use standard office automation equipment and electronic communication tools. Familiarity with the financial performance monitoring system (Agresso) would be an asset.

Closing Date: Wednesday, 12 November 2008

Tags: Administrative Aspects; Career Development; Office Automation; Project Manager; Project Personnel; Rules and Regulations