HR ASSOCIATE /ODU/OHR


Location : New York, UNITED STATES OF AMERICA
Application Deadline :22-May-13
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
12-Jun-2013
Duration of Initial Contract :One Year
Expected Duration of Assignment :One Year
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

Within the Integrated Talent Management Section, the Organizational Design Unit (ODU) is responsible for management  of job evaluation and job classification in UNDP.  ODU provides support on HR aspects of  change management exercises and development of  policy initiatives that enhance managers with workforce composition.  ODU also develops the capacity of UNDP HR practitioners on job classification. 

Under the direct supervision and guidance of the HR Specialist, ODU, the HR Associate  manages all information flows, data research, report generation and administrative support for the Unit.   The HR Associate assures quality control, consistency of service and timeliness of all correspondence issued by the Unit including formal classification requests and memos, budget verifications and ATLAS data entry. The HR Associate  provides advice to all UNDP HR practitioners and Hiring Managers on the job classification and change management processes.   The HR Associate also conducts special assignments related to researching process and technical solutions and tool development related to the information management and work processes of the Unit.  

The HR Associate works in close collaboration with ITM colleagues, all OHR Units, Office of Finance and Resource Management  (OFRM), HR Advisors, Country Offices (COs) and UNDP HQs staff to exchange information, ensure correctness of classification submissions and ensure consistent service delivery provided by the ODU.


Duties and Responsibilities

Summary of key functions:

  • Manage information flow and Support to the Job Evaluation and Classification process
  • Support to  change management initiatives
  • Job information management in Atlas (UN Enterprise Resource Planning system), records maintenance and research
  • Support to ODU in a variety of administrative procedures and processes

Provides support to the Job Evaluation and Classification process in UNDP focusing on achievement of the following results:

  • Review of incoming classification submissions from COs, HQs and Regional Service Centers to ensure all required documents are submitted and that the quality of the job descriptions/classification package meet the required standard.
  • Provision of guidance to UNDP Business Units/Country offices, if requested, on the classification process, interpretation of classification standards, tools, in consultation with the supervisors.
  • Collecting information for comprehensive classification exercises, special projects (e.g. project on titles review, Country Office typology, grade equivalencies data for ICSC, support to Integrated Talent Management etc), preliminary analysis of the information.
  • Provision of support to change management activities such as whole office reviews and  Transformation Plans reviews.
  • Maintenance of classification database, the status tracking matrix which reflects the current status of all classifications at any given point and report of incomplete submissions.
  • Maintenance of an effective electronic filing system for the Unit ensuring the recording of accurate grade levels, titles and post numbering. Check and research of histories of the requested positions to ensure data quality and undertaking measures to correct anomalies.
  • Update in ATLAS of all classified posts for reports to monitor trends and patterns.
  • Liaise with OFRM for confirmation of budget availability, funding resources and position numbers when required.
  • Producing statistical data from the ODU database by classified post levels on yearly basis  or as and when requested by the supervisor.
  • Liaising with classification consultants to follow up on work in progress, providing statistics and additional information as required to support cross-organizational equity in classification decisions.
  • Research and support to development of a corporate online web-based organization chart
  • Provision of the assistance to the ODU Specialist in developing capacity building and knowledge sharing to support COs in Job Design & Classification through webinars, online courses and workshops.

Function/Expected Results: Performs Position Management in Atlas, maintains proper records and performs research focusing on the achievement of the following results:

  • Update job information records in Atlas on post titles, levels and classification effective date making necessary comments for reference
  • Create new titles in the Atlas Job Code Table in consultation with supervisor
  • Generate Atlas reports for management review and decision making
  • Identify anomalies with position information data and take corrective actions to resolve them.
  • Generate intelligence data through  research of classification records  for ITM integration purposes
  • Performs general data research for ODU’s special projects.

Function / Expected Results:  Supports ODBU in a variety of administrative procedures and processes focusing on the achievement of the following results:

  • Constant oversight of the use of ODU financial resources, monitoring and tracking of project budget resources.
  • Preparation of travel requests, Requisition, POs, Vouchers when requested by the supervisor.
  • Support to procurement of consultancy services required by ODU.
  • Replies to queries and requests information or guidance on ODU related issues and other routine responses.
  • Performing other job related duties as requested.

Impact of Results

The results of the work of the HR Associate impacts the efforts of harmonization of functional levels among UN, organization-wide capacity in the field of job evaluation and the strategic positioning of the HR practice. Consistent application of job evaluation impacts on staff morale. Timely advice on HR aspects of organizational design, job evaluation and classification ensures due process, transparency and fairness. Adequate oversight and monitoring activities yield in ensuring adequate management accountability.


Competencies

Functional Competencies:    

Building Strategic Partnerships

Maintaining information and databases

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

Promoting Organizational Learning and Knowledge Sharing

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

Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position (basic knowledge of job classification processes and procedures, HR)
  • 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

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

Data gathering and implementation of management systems

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

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
  • Prepares timely inputs to reports
  • Maintains database

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

Education: 

  • Secondary Education and training in Human Resources management is required.
    University Degree in HR, Business or Public Administration or similar field is desirable, but it is not a requirement.

Experience: 

  • 6 years of relevant HR experience is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of ATLAS, web based management systems.

Language Requirements: 

  • Fluency in English is required; a working knowledge of another UN language is an asset, but not a requirement.

FC: 11000


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