Background

I. Organizational Context
 
The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancies for roster of qualified personnel.Candidates will be assessed by UN Human Resources team for particular type/level of function.

Under the guidance and supervision of the Operations Manager and direct supervisor, the HR Associate ensures execution of transparent and efficient HR services in CO. The HR Associate promotes a collaborative, client-oriented approach and supports to the maintenance of high staff morale.
 
The HR Associate can supervise clerical and support staff of the HR Unit. The HR Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex HR-related issues and information exchange.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

• Administration and implementation of HR strategies and policies
• Provision of HR services
• Staff performance management and career development
• Conduct of UN-related surveys
• Facilitation of knowledge building and knowledge sharing

1. Ensures administration and implementation of HR strategies and policies  focusing on achievement of the following results:

• Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework.
• CO HR business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management, control of workloads of the supervised staff.
• Provision of information to the management and staff on strategies, rules and regulations.

2. Provides HR services  focusing on achievement of the following results:

• Implementation of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels. 
• Creation/update of positions in Atlas, association of positions to chart fields (COAs), update of COA information, setting up vendor, performing the functions of Admin.HR, Position Administrator and Absence Processor in Atlas.
• Preparation of contracts (fixed-term, ALD, SSAs, SCs) and recurring Pos in Atlas. Timely follow up with Finance staff on Global payroll issues.
• Input and tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas.
• Maintenance of the CO staffing table.
• Preparation of submissions to the Local Appointment and Promotion Board (LAPB).
• Provision of information on benefits/entitlements to the International Staff and Experts.
• Maintenance of the rosters including e-rosters.
• Validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies.

3.     Ensures proper staff performance management and career development focusing on  achievement of the following  results:

• Provision of background information and maintenance of the related data acting as Secretary of CRG.
• Participation in preparation of Whole Office Learning plan and individual learning plans in consultation with the Senior Management, HR Analyst and Learning Manager.

4.   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.

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on HR issues.
• Synthesis of lessons learnt and best practices in HR.
• Sound contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the overall execution of the CO HR services and success in implementation of HR strategies and policies.  Accurate analysis and presentation of financial information ensures proper HR services  in the CO.

Competencies

IV. Competencies and Critical Success Factors

Functional Competencies:    

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: 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

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components

Client Orientation

Level 1.1:  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

Level 1.1:  Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases

Core Competencies:

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
•  Informed and transparent decision making

HR Certification programme

Required Skills and Experience

V. Recruitment Qualifications

Education: 

• Secondary Education with specialized certification in HR. University Degree in HR, Business or Public Administration would be desirable, but it is not a requirement.

Experience: 

• 5 to 6 years of progressively responsible HR experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11

Female candidates are encouraged to apply

UN Indonesia 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 UN Indonesia at the same grade level and with similar job description, experience and education requirements.