Human Resource Assistant - ADB - Manila, Philippines

Human Resources Division, Budget, Personnel, and Management Systems Department

Closing Date: 26 November 2012 , 5:00 p.m. (1700 Manila Time, 0900 GMT)

Job Purpose:

To undertake a range of defined and circumscribed clerical duties within a specific work area of human resources function.

Expected Outcomes

Staff Recruitment and Selection
Assists in the recruitment process by preparing the standard documentation, drafting and placing advertisements, monitoring responses, checking and recommending the shortlist of candidates and assisting in the scheduling of selection panel meetings; monitoring, updating and preparing accurate vacancy management tables and statistics; updating of the human resource management and information system; prescreening of external candidates before referring shortlisted candidates to user departments; scheduling interviews and acting on related enquiries, conducting reference checks, preparing correspondence/documentation appropriate to the recruitment process, and coordinating medical tests and/or testing and evaluation.
Staff Promotion and Upgrading
Provides support in the administration of staff movement (promotion, upgrading, transfer, redesignation, assignments, and realignments, etc.) by assisting in drafting recommendations, ensuring follow-up procedures, and preparing all related documentation.
Personnel Administration
Ensures that candidate’s records in HRMS are complete and correct. Provides support in the monitoring of recruitment by updating on a regular basis the vacancy reports.
Temporary Staff Requirements
Addresses requests for pool/temporary staff and prepares all related communication/documentation.
OthersPerforms other tasks as assigned by supervisor and reflected in the incumbent’s workplan.

Educational Requirements:

• Bachelor’s degree, preferably major in Psychology, Management, Public or Business Administration, or related fields

Relevant Experience And Other Requirements:

Work experience

• 3 to 5 years experience in the same line of work necessary to gain and be exposed to the administrative skills of human resources administration and management

Technical knowledge

• Good computer skills and knowledge of common word-processing, spreadsheet and graphic software used within ADB
• Exposure to personnel administration activities (recruitment, hiring, retention, termination and counselling), and salary and benefits administration
• Ability to keep confidential information
• Proactive and effective in addressing client's concerns

People and leadership skills

• Able to liaise and work effectively with staff within own work location
• Able to work collaboratively with teams as a constructive team member
• Excellent oral and written communication skills in English

Core Competencies:

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting Relationships / Other Information:

• Supervisor: Designated International Staff and senior National Staff 

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