Background
Under the guidance and direct supervision of the Finance & Operations Specialist, the HR Associate provides substantive support in execution of the full range of CO HR services ensuring their transparency and integrity. The HR Associate promotes a collaborative, client-oriented approach and promotes the maintenance of high staff morale.
The HR Associate works in close collaboration with the HR, Operations, Programme and project teams in the CO and UNDP HQs staff for resolving complex HR-related issues and information delivery.
The key results have an impact on the overall efficient execution of CO HR services and consequently, result in the success of the Operations Unit. Accurate analysis and presentation of HR financial information enhances UNDP credibility in HR management. The information provided facilitates decision making of the management.
Duties and Responsibilities
Ensures administration and implementation of HR strategies and policies, adapts processes and procedures focusing on achievement of the following results:
Full compliance of HR recording and reporting systems with UN rules and regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework, proper functioning of the HR management system.
Provision of advice and information on corporate strategies, changes in rules and regulations, implementation of personnel rules, strategic use of contractual modalities, application of entitlements, change management processes.
CO HR business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management.
Ensures effective administration of human resources focusing on achievement of the following results:
Organization of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in internal and external recruitment panels.
Identification of recruitment needs based on long-term staffing plan in coordination with hiring units/business units, the timely preparation of recruitment plans for the office and projects and monitoring of their implementation.
Provision of advice on recruitment policies to internal and external clients and partners.
Preparation of submissions to the Compliance Review Panels or Management Review and approvals as necessary.
Administration of delegated International staff entitlements and position funding delegated to COs.
Administration of the Country Office rosters (including e-rosters).
Maintenance of accurate staff database for staff and talent management.
Identification, maintenance and improvement in recruitment and selection processes, procedures and systems which are streamlined, user-friendly and consistent with recruitment policy.
Ensure consistent approach in compliance with UNDP’s recruitment standards, policies and procedures and UN Staff Regulations and Rules.
Continuously improve and evaluate sourcing strategies and tools.
Validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies.
Ensures facilitation of training and induction focusing on achievement of the following results:
Assist Managers and staff members to identify training needs and design training programs to address the needs by planning, organizing and conducting in-house training, drawing up training schedules, coordinating with external training institutions by selecting trainers and setting dates, identify participants and inform participants and offices of training schedules;
Conduct training for the CO, UN agencies and projects staff on HR issues.
Coordinate the roll-out of corporate training programmes organized at the interagency level to ensure integrated activities at the country level.
Manage a data base on training programmes/activities offered by other training providers, compile information on internal training activities from various units in the office and draw a training calendar, inform staff and supervisors of available training opportunities and maintain a data base showing courses attended by each staff member
Establish and maintain productive relationships with training personnel within the UN system and other organizations.
Assist in the preparation of the training budget.
Oversee all logistics pertaining to facilitation of internal/external training of staff.
Coordination/facilitation of orientation programme for new staff with hiring units and other business units.
Facilitate continuous learning and development of HR focal points by keeping them abreast with HR best practices.
Ensures conduct of UN-related surveys focusing on achievement of the following results:
Collection of information and preparation of reports for comprehensive and interim local salary, hardship and place-to-place surveys. Participation in the work of LSSC.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Sound contributions to knowledge networks and communities of practice.
HR knowledge management system contains accurate and comprehensive coverage of policies, procedures, benefits and entitlements.
Full transparency of the administration of policies and procedures
Synthesis of lessons learnt and best practices in HR.
Competencies
Technical/Functional
Building Partnerships – Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
Job Knowledge/Technical Expertise – Fundamental knowledge of processes, methods and procedures
Knowledge of Human Resources Concepts and principles and ability to apply to strategic and/or practical situations
Broad knowledge related to Human Resources Management, including Recruitment, Job Classifications, HRIS, Records Management, Benefits Management, Employee Relations, Training/Learning Management.
Ability to manage recruitments with a strategy aimed at improved quality of hires and candidate pools.
General Knowledge and familiarity with international organizations.
Promoting Organizational Change and Development – Presentation of information on best practices in organizational change.
Documents ‘best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions
Promoting Organizational Learning and Knowledge Sharing – Basic research and analysi
Researches best practices and poses new, more effective ways of doing things
Identifies and communicates opportunities to promote learning and knowledge sharing
Design and Implementation of Management Systems – Data gathering and implementation of management systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components
Makes recommendations related to work procedures and implementation of management systems.
Client Orientation- Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Promoting Accountability and Results-Based Management – Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems.
Maintains HIS and databases.
Prepares timely inputs to reports
Core Competencies
Innovation
Leadership
People Management
Communication
Delivery
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