Background

Those who previously applied need not reapply.

In response to the call for increased efficiency in the HR staffing services provided by OHR New York, a decision was made in 2013 to re-configure the current HR Management Cluster and to clearly separate the strategic business partnering functions from the operational transactional functions. By doing this, the correct space and focus is created for HR strategic interventions to become more visible and impactful during the implementation of the new Strategic Plan 2014-2017, the new Integrated Budget 2014-2015 and structural review of HQs, as well as establishment of the new regional hubs in the field for HR and procurement.

The HRM Cluster has been organized differently to reflect four distinct units that will concentrate uniquely on business partnering. The four business partnering units will be dedicated exclusively to leadership development, organizational development, career succession planning and advice, skills and competencies assessment and planning, development of strategic direction for each individual bureau, change management facilitation and workforce planning and analytics. The four HR Business Partnering Units are: HR Business Partnering for the Central Bureaux; HR Business Partnering for Regional Bureaux (RBAP, RBAS, RBAP and RBEC); HR Business Partnering for Africa; and HR Business Partnering for Afghanistan.

Case Management is created as a fifth unit and will contain the complete transactional layer of HR staffing services, concentrated on managing all operational HR cases related to position management, recruitment/selection, organizational events, life events, separation, termination, retirement, post service requirements and any staffing projects under the purview of OHR.

Reporting to the HR Specialist (P3) the HR Associate (Case Manager # 5) focuses on providing comprehensive, client focused HR services while ensuring HR strategies are implemented with speed, precision and relevance.

The HR Associate works very closely with the OHR Management, Business Partners, HR Case Management team and other partners to anticipate client needs and positions the capacity of Case management team to meet the dynamic staffing needs of clients.   With an in-depth understanding of UNDP’s operations, strategic vision for HR and HR policies and procedures, the HR Associate continually evaluates transactional services supporting a range of HR business processes that are critical to the efficiency of HR Case Management unit. The HR Associate then measures their effectiveness and recommends and implements new policies, tools and procedures to meet the evolving needs of UNDP’s workforce.  Partnering closely with all above, the HR Associate creates a center of excellence ensuring HR delivery seamlessly matches and supports the HR strategy. By consolidating all these business processes under one management, quality, efficiency, transparency of HR business processes will be assured while maintaining compliance to Staff Rules and UNDP policies.

Duties and Responsibilities

Summary of key functions:

  • Administration and implementation of HR strategies and policies / Case Manager (5);
  • Administration of human resources;
  • Provide professional HR client services;
  • Facilitation of knowledge building and knowledge sharing.

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;
  • HR Case Management HR business processes mapping and elaboration of the content of internal Standard Management and Operating Procedures (SMOPs) in HR management;
  • Records HR cases within the purview of Case Management, ensuring categorization as per the Case Management service lines;
  • Act as Case Manager (Tier 2) for assigned cases, ensuring required formalities, clearances and follow-ups are completed, to ensure satisfactory and efficient closing of the cases;
  • Act as the Case Manager focal point for the assigned Regional or Central Bureaux;
  • Escalates the case management to the subject matter expertise, if necessary.

 Ensures effective administration of human resources  focusing on achievement of the following results:

  • Support to recruitment processes including vacancy announcement, screening of candidates against the eligibility criteria;
  • Provision of process guidance on recruitment for recruitment cases assigned to HR Case Management Bangkok team (serving Regional Bureaux);
  • Monitoring and tracking of all transactions related to recruitment;
  • Preparation or review of submissions to the CRB and CRP, as applicable, conducting necessary follow-ups with Hiring Units on decentralized recruitments;
  • Liaises with Hiring Unit and BES on the on-boarding of the new hires;
  • Monitors contract extension of staff within the assigned Regional or Central Bureaux staff, efficiently monitoring proactive contract management and ensuring communication flow between Business Units, Business partners and BES;
  • Raises RPAs for contract extensions and / or regular Separations for clients in the Regional Bureaux, in compliance with the established policies and guidelines;
  • Act as focal point for matters related to Post-UNDP services and ensures demand / request needs are attended to effectively and efficiently.

As part of the team engaging in direct contact with potential new recruits, inter-agency focal points and UNDP staff members and managers, provide excellent client services and deliver an HR client service team approach, modeling, projecting and ensuring confidentiality, focusing on the achievement of the following results:

  • Potential successful or not-successful candidates of selection process, are provided with outmost professional treatment, during and after the selection processes, projecting UNDP as an employer that appreciates its employees;
  • OHR Case Management team  demonstrates professional client services approach in all its work, and client satisfaction feedback is sought periodically and systematically;
  • HR Case Management has the client in the center of its performance, and delivers with technical professionalism, accountability and empathy.

Key clients will be the OHR Business Partner team serving the respective Bureau and also the Hiring Units of the assigned Bureau (for cases related to selection and recruitment), and various business units with regards to cases related to inter-agency exchanges, SLWOP, outside activities, contract extensions, etc.

Ensures facilitation of knowledge building and knowledge sharing in the Case Management team and serving clients, focusing on achievement of the following results:

  • Organization of team meetings and workshops;
  • Synthesis of lessons learnt and best practices in Case Management and relevant areas;
  • Sound content contributions to the development and update of the performance indicators for Case Management, based on the client feedback and best practices.

Impact of Results

The key results have an impact on the overall efficient execution of Case Management HR services and consequently, result in the success of the Case Management Unit. Accurate analysis and presentation of monitoring and reporting information enhances UNDP credibility in HR management. The information provided facilitates decision making of the management.

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 (Human Resources management);
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
  • Identifies new and better approaches to work processes and incorporates same in own work;
  • 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;
  • 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;
  • Prepares timely inputs to reports.

 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.

Required Skills and Experience

Education:

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

Experience:

  • 6 years of progressively responsible HR and operations 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.

Language:

  • Fluency in English is required;
  • Fluency in French or Spanish is desirable.