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TERMS OF REFERENCE

Post Title: Human Resources Assistant (ROSEAP/2015/SC/004)
Duty Station: UNODC Regional Office for Southeast Asia and the Pacific
Bangkok, Thailand
Type of Contract: Service Contract (SB-3, in equivalent to GS-5)
Open to Thai national only
Duration: One year with possibility of renewal subject to funding
availability
Application deadline: 31 October 2015 (extended from previous deadlines: 20 August
and 03 September 2015, respectively)
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DUTIES AND RESPONSIBILITIES:
Under the supervision of the Representative, ROSEAP and within the delegated authority, the
Human Resources Assistant will have the following duties:

Recruitment-Selection-Placement:
• Preparation of Terms of Reference for local and international staff, consultants and
interns
• Liaison with UNODC HQ and local sub-implementation partners to ensure the
appropriate classification and grading of posts
• Initiation and monitoring of the advertising, selection and placement processes for
UNODC ROSEAP staff

Administration of entitlements:
• Review and process requests for entitlements and claims (paper and online)
• Monitor and maintain Field Office Staff Information (FOSI) system data for staff
members in the assigned units
• Monitor the contractual status of staff members in the assigned units and initiate timely
action for reviews
• Monitor the status of entitlements and benefits of staff members in the assigned units and
initiate timely action for their review
• Advise and assist with other actions related to staff members' entitlements, such as
education grant and rental subsidy in liaison with UNODC HQ HRMS

Training and Staff Development:
• Monitor reporting cycles of ROSEAP staff and in liaison with relevant Line Mangers and
Heads of Offices ensure adherence to the ePAS and other relevant UN reporting systems
• Monitor and ensure compliance of ROSEAP staff as regards mandatory training activities
including the filing of certificates of completion / attendance
• Act as the Learning Focal Point for UNODC HQ Staff Development Unit (SDU) and
local UN training providers (e.g. ESCAP / UNDP / UN Cares)
• Maintain an updated calendar / inventory of available training materials and courses and
in consultation with relevant Line Mangers make available to staff in a structured way
• Maintain a register of training undertaken within staff files and in consultation with the
Head of Unit undertake periodic training needs analysis

General:
• Conduct exit interviews for separating staff members and assist them with clearance and
separation formalities
• Undertake research on a range of HR related issues and assist in the preparation of
notes/reports
• Provide general office support services: process, draft, edit, proofread and finalize for
signature/approval a variety of correspondence and other communications; set up and
maintain files/records (electronic and paper); schedule appointments/meetings, monitor
deadlines etc.
• Answer general queries and provide guidance on established procedures, processes and
practices
• Train and provide guidance to new staff in the unit and/or to peers and colleagues from
client offices on human resource procedures and practices

Perform other duties as required.

COMPETENCIES AND SKILLS:

Competencies:
• Professionalism: Knowledge of internal policies, processes and procedures generally
and in particular those related to programme/project administration, implementation and
evaluation, technical cooperation, programming and budgeting. Understanding of the
functions and organization of the work unit and of the organizational structure and
respective roles of related units. Ability to work well with figures, undertake basic
research and gather information from standard sources. Demonstrated ability to apply
good judgment in the context of assignments given. Shows pride in work and in
achievements; demonstrates professional competence and mastery of subject matter; is
conscientious and efficient in meeting commitments, observing deadlines and achieving
results; is motivated by professional rather than personal concerns; shows persistence
when faced with difficult problems or challenges; remains calm in stressful situations.
Takes responsibility for incorporating gender perspectives and ensuring the equal
participation of women and men in all areas of work.
• Communication: Speaks and writes clearly and effectively; listens to others, correctly
interprets messages from others and responds appropriately; asks questions to clarify,
and exhibits interest in having two-way communication; tailors language, tone, style
and format to match audience; demonstrates openness in sharing information and
keeping people informed.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals;
solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from
others; places team agenda before personal agenda; supports and acts in accordance with
final group decision, even when such decisions may not entirely reflect own position;
shares credit for team accomplishments and accepts joint responsibility for team
shortcomings.
• Planning& Organizing: Develops clear goals that are consistent with agreed strategies;
identifies priority activities and assignments; adjusts priorities as required; allocates
appropriate amount of time and resources for completing work; foresees risks and allows
for contingencies when planning; monitors and adjusts plans and actions as necessary;
uses time efficiently.
• Creativity: Actively seeks to improve programmes or services; offers new and different
options to solve problems or meet client needs; promotes and persuades others to consider
new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”;
takes an interest in new ideas and new ways of doing things; is not bound by current
thinking or traditional approaches.
• Client Orientation: Considers all those to whom services are provided to be “clients”
and seeks to see things from clients’ point of view; establishes and maintains productive
partnerships with clients by gaining their trust and respect; identifies clients’ needs and
matches them to appropriate solutions; monitors ongoing developments inside and outside
the clients’ environment to keep informed and anticipate problems; keeps clients
informed of progress or setbacks in projects; meets timeline for delivery of products or
services to client.
• Commitment to Continuous Learning: Keeps abreast of new developments in own
occupation/profession; actively seeks to develop oneself professionally and personally;
contributes to the learning of colleagues and subordinates; shows willingness to learn
from others; seeks feedback to learn and improve.

QUALIFICATIONS AND BACKGROUND:
Education: Completion of high school education or equivalent. University Degree in Liberal
Arts, Public Administration, Finance, Economics, Political Sciences and Social Sciences would
be desirable, but it is not a requirement.
Work Experience: At least five years of progressively responsible experience specifically in
Human Resource Management is required. UN experience is an advantage.
Languages: Fluency in both spoken and written English and Thai. Knowledge of another
language of the region desirable.
Other Desirable Skills: Proficiency in MS Word, Excel, Power Point, Access and web browsers.
Ability to learn and use rudimentary elements of other common graphic and layout software.
HOW TO APPLY:
Interested applicants should submit the following documents:
(a) Letter of interest clearly stating suitability for the position
(b) UN Personal History Form and detailed curriculum vitae based on the criteria stated
above
Please submit the application by e-mail to: <RCEAP.Recruitment@unodc.org>.
Application deadline is extended to 31 October 2015.
Due to the volume of applications, only candidates under positive consideration will be notified.
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Re-released date: 23 October 2015

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