Background

Under the leadership of the UNDG Chair, and with the guidance of the UNDG, the overall objective of the United Nations Development Operations Coordination Office (DOCO) is to support the strategic priorities of the UNDG, and related coordination goals, and to meet DOCO’s responsibilities under the Management and Accountability (M &A) system, in furtherance of the TCPR framework. DOCO supports the UNDG at all levels to better support national partners in meeting the MDGs/IADGs and other critical national development priorities, specifically, the UNDG and its Advisory Group at Headquarters, Regional UNDG Teams, and RCs and UNCTs. In carrying out its responsibilities, DOCO works closely with other UN entities and stakeholders (including DPA, DPKO, DSS, WB, OCHA and the Policy Committee in case of crisis countries), and through various interagency mechanisms.

The Business Service Centre (BSC) is responsible for the effective and efficient delivery of essential business functions, to support organizational effectiveness. These functions include Finance, Human Resources, Procurement, ICT, Fund Management, Donor Liaison and Reporting and General Administration. The BSC is responsible for the management of the UN Country Coordination Fund (UNCCF) and resources to support UN Resident Coordinators (SRC funds).  As the service provider of these functions in DOCO, the BSC works in support of HST, FST and the Director.
The Human Resource Associate reports to the Chief, Business Service Centre for general guidance and supervision, and is responsible for the administration of a whole range of human resource services ensuring compliance with organizational rules, regulations, policies and procedures.

Duties and Responsibilities

Summary of key functions:

• Administration of human resource benefits, entitlements and services 
• Management of the recruitment processes
• Administration of staff performance management and career development
• HR technical support and guidance and staff relations
• Facilitation of knowledge building and sharing

Administration of human resource benefits, entitlements and services 

•  Administer, implement and process, benefits, and other entitlements ensuring accuracy and full compliance with UN and organizational rules and regulations, policies and procedures and internal control framework.
• Obtain and verify the accuracy and appropriateness of legal documents to implement benefits and entitlements. Ensure appropriate record keeping, create and maintain HR business processes mapping and elaborate content of internal Standard Operating Procedures (SOPs), in consultation with the Chief of the BSC.
  
• Issue all required contractual modalities, documents and materials to ensure the timely and correct payment of benefits, salaries and allowances.
  
• Administer the position funding planning process for DOCO staffing needs
  
• Provide guidance and advice to DOCO staff on all administrative issues, such as entitlements to G4 visa, working permit for spouse, LP application/renewal etc. 
  
• Provide orientation and briefing to staff members, establish a mechanism for easy access to required human resource rules, regulations and ensure that all staff members are sufficiently informed and briefed on human resources issues, services and materials.
  
• Maintain contact with OHR and Copenhagen colleagues to track contract status, management of entitlements and administration of all DOCO staff under the Staff Rules and JPO agreement.
  
• Maintain all administrative folders in the DOCO systems (share drive), including staffing table, business mappings, staff emergency contact list, organigram, and other DOCO information needs.
  
• Manage and administer all the required processes for entry entry/departure  requirements, including preparation of identity documents, grounds pass applications, access to computer and other resources, allocation and recovery of computers, office equipment, LP, notification of appropriate authorities and offices, etc.

Management of the recruitment processes

• Manage the recruitment processes, contribute to the drafting of job descriptions, and provide input to the job classification process, prepare vacancy announcements and screen and short list candidates for senior level review and consideration.
  
• Participate in interview panels for all DOCO recruitment and issue minutes, including internships.
  
• Support to Chief, BSC in preparing materials for submission to the UNDP Compliance Review Board and Panel (CRB/CRP);  
  
• Respond to CRB/CRP clarification requests to present DOCO submissions for general service recruitment

Administration of staff performance management and career development

• Facilitate the performance appraisal process, including provision of background information and maintenance of the related data during the CRG process
  
• Participate in the preparation of the Whole Office Learning Plan and individual learning plans in consultation with the Learning Manager.
  
• Coordinate within DOCO and OHR the action plan to ensure DOCO staff members are included in the UNDP Learning Plan. 
  
• Manage the process for establishing DOCO and individual learning plans in collaboration with senior management and Chief, BSC.

HR technical support and guidance and staff relations

• Guide and provide advice and information to internal and external colleagues on the interpretation, applicability and implementation of rules and regulations, contractual modalities and entitlements to benefits, salaries and allowances.
  
• Establish partnership with staff bodies and other related groups to build alliances and achieve collaboration on common human resource interests and initiatives to improve services and entitlements.

Facilitation of knowledge building and  sharing

• Organize orientation and briefing events to educate, promote greater understanding of human resource issues and priorities and consequently to build partnerships and alliances to improve human resource management in DOCO.
  
• Contribute to improvements in HR policies, methods, procedures and tools by synthesizing lessons learned and codifying best practices in HR. Participate in DOCO and UNDP activities to produce knowledge products and materials.

IMPACT OF RESULTS:

The timely and effective execution of human resource services directly impact the prompt implementation of salaries, allowances and benefits and the expeditious and transparent management of other human resource services in recruitment, performance management, career development and staff relations that in return result in building confidence of staff on the ability of DOCO to protect staff well-being and to manage its staff equitably and fairly.

Competencies

Core Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards
• Advocates and promotes the vision, mission, and strategic goals of the UN
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism
• Demonstrates and promotes the values of the UN in actions and decisions and acts in accordance with the standard of conduct for international civil servants
• Shows willingness to work without bias with all persons regardless of gender, nationality, religion or culture
• Contributes effectively to team-based activities, working collaboratively and sharing information openly; works effectively with colleagues inside the UN as well as its partners and other stakeholders to pursue common goals
• Facilitates and encourages open communication in the team, communicating effectively.
• Remains calm, composed and patient when facing conflict, manages conflict productively, focusing on mutually acceptable solutions
• Takes initiative and seeks opportunities to initiate action
• Actively produces and disseminates new knowledge; creates/contributes to mechanisms to collect and share knowledge
• Actively seeks learning opportunities; demonstrates commitment to ongoing professional development
• Proposes innovative ideas and new solutions to work.

Functional Competencies:

• Researches best practices and proposes new, more effective ways of doing things
• Identifies and communicates opportunities to promote learning and knowledge-sharing
• Develops awareness of various internal/external learning knowledge-sharing resources
• Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives
• Collects information to ensure increased understanding of HR policies and practices
• Establishes and uses network of contacts in the organization of HR information-sharing
• Makes recommendations with regard to business-process re-engineering, approaches and procedures
• Establishes, builds and sustains effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly
• Responds positively to new approaches; tracks problems and proposes solutions
• Demonstrates in-depth understanding of UNDP human resources policies, practices and procedures, and utilizes regularly in work assignments;
• HR Certification programme;

Required Skills and Experience

Education

• Secondary Education. University degree in Human Resource Management, Business, Public Administration or other social science related field is desirable. Successfully passed the UNDP clerical test and relevant HR examination.

Experience

• A minimum of 7 years’ experience in human resource management in a large multi-national or large international organization preferably with some experience in a UN system/agency.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and handling of web based management systems.

 
Language Requirements:

• Fluency in English is required. Proficiency in another UN working language is desirable.