Human Resources and Administrative Assistant

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

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals.

UNDP has supported Kyrgyzstan’s development progress since 1992. As an impartial policy advisor and integrator, UNDP works within the UN system and with all stakeholders in government, civil society, and private sector to advance inclusive, fundamentally sound development solutions and reforms in complex settings. Our UN identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations makes us a trusted partner for national and international development stakeholders.

UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking, and thought leadership. We mainstream innovation, digitalization opportunities, gender equity and diversity/inclusion principles in all aspects of our work. Our personnel consistently strive for excellence, effectiveness, efficiency and inclusion across all areas of work.

In close cooperation with UNDP Programme teams and other units, the Operations team supports the UNDP Country Office (CO) and programme implementation through the provision of relevant and timely procurement, finance, ICT and digital services, General Admin Services, Common Services, and Human Resources support. This includes a focus on collaboration, innovation, speed and efficiency as well as advisory services for enhanced planning.

The unit contributes to a collective engagement with other teams, partners, and clients to offer timely, well-planned, and efficient services that meet the standards and requirements of UNDP policies and procedures. Through cross-unit collaboration, the teams harness innovation and digital solutions, while fostering an environment of continuous learning.

Duties and Responsibilities

1. Ensures implementation of Human Resources and Administrative strategies focusing on achievement of the following results:

• Ensures full compliance of HR and Administrative processes and records with UN/UNDP rules, regulations, policies, and strategies.
• Provides inputs to UNDP Kyrgyzstan Country Office business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR and Administrative management in consultation with the direct supervisor, Operations Manager and senior management.
• Provides information/updates to the senior management and personnel on HR and Administrative rules and regulations.

2. Implements timely and efficient Human Resources services focusing on achievement of the following results:

• Ensures effective and compliant implementation of recruitment processes for local Temporary Appointments (TA), Fixed-Term Appointments (FTA), Personnel Services Agreements (PSA), and internship positions, resulting in the timely identification and selection of qualified candidates and full documentation of recruitment processes.
• Supports coordinated and efficient engagement with GSSC on centralized recruitment and contract management processes, ensuring timely processing and alignment with corporate standards.
• Ensures accurate and timely processing of personnel contracts and maintenance of HR data, including positions, recruitment, benefits, separations, and supports payroll-related inquiries, contributing to reliable, consistent and compliant HR operations.
• Ensures effective administration of HR processes in ERP systems (e.g., position management, absence and leave monitoring, etc), supporting data accuracy and operational efficiency.
• Contributes to smooth onboarding of personnel through timely briefings and coordinated onboarding actions, enhancing staff integration and readiness.
• Ensures proper maintenance of HR records and documentation in SharePoint and other systems (including archive maintenance), enabling organized, accessible, and compliant record-keeping.
• Supports the effective implementation of the Performance Management and Development (PMD) process, ensuring timely tracking and maintenance of related data.
• Ensures accurate tracking and timely submission of cost-recovery for HR services provided to projects and UN agencies, contributing to financial transparency and cost efficiency.
• Performs functions of the Secretary of the Learning Committee and supports the effective functioning of the Learning Committee and implementation of the Learning Plan, contributing to continuous personnel development.
• Ensures regular and accurate updates of HR information on the CO Intranet.
• Provides backstopping functions to HR team during absences.

3. Implements timely and efficient Administrative Services focusing on achievement of the following results:

• Performs the functions of a Travel Arranger and sends regular monthly reports generated from travel dashboards to administrative-finance project personnel.
• Assists with the arrangement of travel (prepares Travel Requests); processes/follows up with travel claims, follows up on payments of travel entitlements, payments for air tickets.
• Processes monthly based CO payments (collects documents, submits documents for signing, creates invoices in ERP).
• Supports the preparation of Equipment Loan Agreements and Transfer Acts; maintain accurate records of custodial and attractive items/assets in the 1C system, including their tracking and disposal; and oversee the monitoring, clearance, and proper disposal of custodial items in line with established procedures.
• Processes small-scale procurement, ensuring proper documentation, compliance, and timely submission for payment processing.
• Ensures effective management of office supplies by serving as CO Custodian for stationery, including planning, tracking distribution, and quarterly reporting.
• Supports the successful organization of events for CO, projects, and UN agencies, contributing to timely procurement and payment processes.
• Ensures timely preparation of supporting financial documentation, including receipts, as required.
• Contributes to the effective management of CO vehicle operations and maintenance through monitoring of CO drivers’ logs, supporting planning and cost tracking, and assisting with overtime monitoring/management and related administrative processes.
• Ensures proper maintenance of administrative records and documentation in SharePoint and other systems, enabling organized, accessible, and compliant record-keeping.
• Duly keep records/calculations/invoicing of cost-recovery items for administrative services provided to projects, UN agencies, and timely submits them to Finance Unit and/or via online tools for further processing.
• Provide support to preparation of customs clearance documents when/if required.
• Regularly updates the administrative section in CO Intranet.
• Provides backstopping functions to Administrative team during absences.

4. Supports knowledge building and knowledge sharing focusing on achievement of the following results:

• Ensures effective organization, active contribution and participation in the learning activities/trainings for the CO.
• Provides timely support, guidance, information and follow-up on learning opportunities and activities.
• Contributes to knowledge networks and communities of practice, supporting the knowledge exchange and use of best practices across CO.

Performs other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.

Institutional Arrangement

Under the overall guidance of the Operations Manager and the direct supervision of the Human Resources Associate (with matrix supervision of Administrative Assistant), HR and Administrative Assistant provides proactive client-oriented execution of the full range of CO HR and Administrative services ensuring their compliance with corporate standards, efficiency, transparency and integrity. HR and Administrative Assistant promotes a collaborative, client-oriented approach, with the objective of maintaining high staff morale.

The key results have an impact on the overall efficiency of the CO including improved business results and client services. HR and Administrative Assistant works in close partnership with programme, operations, and project teams in the CO, UN Agencies, GSSC and the respective teams in the Regional Hub and UNDP HQ teams ensuring successful, timely and efficient delivery of services and products.

Core Competencies:

Achieve 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, form positive relationships
Enable Diversity and Inclusion: LEVEL 1 - Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Thematic Area

Name

Definition

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

Business management

Digital Awareness and Literacy

Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends.

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.

Administration & Operations

Travel Desk

Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures.

Administration & Operations

Events management (incl retreats, trainings, meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

HR – Recruitment

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.

Business Development

Knowledge Generation

Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Required Skills and Experience

Education:

• Secondary education is required.
• University degree (bachelor’s degree) in Human Resources, Organizational Management, Economics, Business or Public Administration, relevant social sciences or other related areas will be given due consideration but is not a requirement.
• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience:

• Minimum five (5) years (with secondary education) or two (2) years (with Bachelor’s degree) of responsible administrative/operations and human resources experience at the national and/or international level is required.

Required skills:

• Relevant administrative and human resources experience at the national or international level or UN/UNDP.
• Solid experience in the usage of computers and office software packages (MS Word, Excel, AI tools, etc.).

Desired skills:

• Demonstrated experience in implementing various aspects of HR services (e.g. recruitment, onboarding, separation and other 2services).
• Demonstrated experience in implementing various aspects of administrative services (e.g. small-scale procurement, events, travel and other administrative services).
• Experience using ERP systems.
• Experience in working with various clients/stakeholders.

Required Languages: Fluency in English, Kyrgyz and Russian is required.

Professional Certificates: n/a

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

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.