The Human Resources 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 UN country team through implementation of the business operations strategy or direct support through interagency memoranda.Under the guidance of the Human Resources Analyst and the direct supervision of the Human Resources Associates, the HR intern will promote a collaborative, client-oriented approach in the Unit and will work on various tasks related to document management, learning & development, and compliance. Additionally, the intern provides support to the broader practices and initiatives of the HR unit.
Duties And Responsibilities
- Perform general administrative tasks in HR under the supervision of the Human Resource Associate.
- Support in setting up new archive facilities for HR documents, including: supervising maintenance crew in relocation of boxes from old container to new facility; 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 office that require archiving and transfer to the new facility, ensuring documents are properly catalogued and secured.
- Collating, compiling and filing data from various sources for updating monthly attendance records, as well as archiving.
- Support the unit in the recruitment process with 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 invoices for payment.
- Preparation of routine correspondence, memorandum and reports in accordance with UNDP guidelines.
- Perform any other duties as assigned.
Impact of resultsThe results have an impact on the execution of the Country Office HR services in terms of quality and accuracy of work completed. Accurate and properly documented records enhance UNDP capability in the HR management.CompetenciesCorporate Responsibility And Team Work
- Serves and promotes the vision, mission, values, and strategic goals of UNDP;
- Plans, priotises, and delivers tasks on time;
- Participates effectively in team-based information sharing environment, collaborating and cooperating with others
- Responds flexibly and positively to change through active involvement.
- Sets clear performance goals and standards; executes responsibilities accordingly.
Partnering And Networking
- Seeks and applies knowledge, information, and best practices from within and outside UNDP.
- Plans and produces quality results to meet established goals.
Innovation and Judgement
- Contributes creative, practical ideas and approaches to deal with challenging situations;
- Strives for quality client-centered services (internal/external).
- Demonstrates effective written and oral communication skills.
Job Knowledge and Expertise
- Executes day-to-day tasks systematically and efficiently;
- Uses Information Technology effectively as a tool and resource;
- Is motivated and demonstrates a capacity to pursue personal development and learn.
EducationRequired Skills and Experience
- Be enrolled in a graduate school programme (second university degree or equivalent, or higher); in the fields of in Human Resource Administration or Public Administration. Additional studies in Library and Information Studies is an advantage;
- Be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent);
- Have graduated with a university degree and, if selected, must start the internship within one-year of graduation.
- Certification in Human Resource Administration. No work experience is required.
- Proficiency in all MS Office packages.
- Strong written and spoken English.
ConditionsInterns are considered gratis personnel. They are not staff members.
- Interns are not financially remunerated by UNDP. The costs associated must be borne by the nominating institution, related institution or government, which may provide the required financial assistance to its students; or by the student, who will have to obtain financing for subsistence and make his or her arrangements for travel, accommodation, visa, etc.
- UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship;
- The intern must provide proof of enrollment in health insurance plan.
- The intern is responsible for obtaining necessary visas and arranging travel to and from the duty station where the internship will be performed;
- Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.