UNDP Jobs - 59168- Operations/Human Resources Specialist

Operations/Human Resources Specialist

Location :

Tunis, Tunisia, until Security Conditions in Libya Improve Sufficiently to Allow Working in Libya, TUNISIA

Type of Contract :

FTA International

Starting Date :

Application Deadline :

28-Aug-15 (Midnight New York, USA)

Post Level :

P-3

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

More than a year

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Duty station isTunis, Tunisia, until security conditions in Libya improve sufficiently to allow working in Libya. At which point the location of the post will become Tripoli, Libya.

Following the security evacuation of all UN international staff from Libya in July 2014, UNDP Libya has been operating out of two locations; Tripoli for national staff and Tunis for international staff.

Given the fact that UNDP Libya will not be in a position to fully function from Tripoli for an indefinite period of time a ‘Back Office’ has been established in Tunis.

Under the overall guidance and supervision of the Country Director, the Operations/HR Specialist ensures the proper coordination of operational functions in the UNDP Libya Back Office in Tunis and with the Country Office in Tripoli.

The Operations/HR Specialist ensures constant evaluation and readjustment of the UNDP Libya Back Office operations taking into account changes in the operating environment as and when needed. The Operations/HR Specialist is responsible for ensuring design, documentation and implementation of new Standard Operating Procedures on operational activities in close collaboration with the national Operations Manager (NOB) in Tripoli.

The Operations/HR Specialist is responsible for advice to the senior management on the transparent implementation of HR strategies, effective delivery of HR services and supervision and management of the Country Office HR Associate. He/she assesses client needs, interprets and applies HR strategy and policies, rules and regulations, establishes internal procedures and provides solutions to a wide spectrum of complex HR issues. The HR Specialist promotes a collaborative, client-oriented approach and contributes to the maintenance of high staff morale.

The Operations/HR Specialist works in close collaboration with the Programme, Operations, and Project Teams in the Country Office (CO) and UNDP HQ staff ensuring successful Country Office performance in HR management.

The Operations/HR Specialist will supervise operations staff in Tunis; either directly or in matrix-arrangement with Operations Manager (NOB) in Tripoli.

Duties and Responsibilities

Ensures the strategic coordination of operational activities across UNDP Libya:

Ensures full compliance of operations with UN/UNDP rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results;
Overall monitoring of internal control framework and advice to the Country Director on possible compliance issues. Performs roles in Atlas in compliance with the internal control framework, including Atlas Manager Level 2 approval rights and Argus requestor back-up function;
Ensures business processes mapping and update and compliance with internal Standard Operating Procedures (SOPs) in Finance, Human Resources Management, and Procurement, taking into consideration that UNDP Libya is operating out of two locations;
Supports procurement actions and ensures compliance with corporate rules and regulations in the field;
Cooperate with CO on proper management of UNDP assets and ensures full compliance with IPSAS in the accounting for the procurement, utilization and disposal of assets from Back Office in Tunis;
Acts as focal point for audits in Back Office in Tunis and monitors implementation of audit recommendations;
Coordinates and ensures update of UNDP Libya business continuity planning in collaboration with Operations Manager in Tripoli.
Coordinates knowledge building and sharing with regards to management and operations in Back Office in Tunis, organization of the staff trainings, compiles synthesis of lessons learnt/best practices, and sound contributions to UNDP knowledge networks and communities of practice;
Ensures efficient management of staffing budget in collaboration with Programme Finance Specialist;
Liaise with UNDP Tunisia for processing of application of visa/residence permits for staff and their dependents.

Ensures implementation of HR strategies and policies:

Implementation of HR strategy in the CO; effective implementation of the internal control; proper design and functioning of the HR management system;
Full compliance of HR activities with UN rules and regulations, UNDP policies, procedures and strategies. Interpretation of HR policies and regulations and advice to senior managers on their applications, taking into account their particular needs;
Continuous analysis of corporate HR strategy and policies, assessing the impact of changes and making recommendations on their implementation in the CO. Continuous research of the matters related to conditions of service, salaries, allowances and other HR policy matters. Elaboration and introduction of measurement indicators, monitoring and reporting on achievement of results;
Advice to Senior Management on HR new practices and their implementation (succession planning, career development and transition), strategic recruitment, advice on contract modalities, learning plan and performance evaluation);
CO HR business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in HR management, control of the workflows within HR;
Leads the advocacy for the implementation, monitoring and compliance of the HR policies including gender and harassment, career development and knowledge management;
Development of procedures and practices that contribute to enhanced and improved HR management.

Ensures effective human resources management:

Management of transparent and competitive recruitment and selection processes including updated job descriptions, proper job classification, vacancy announcement, screening of candidates, organization and chairing of interview panels, making recommendations on recruitment. Oversight of recruitment under UNDP projects; Development and maintenance of data base of job applications;
Advice to office management on s/m competencies. Advice on s/m career development and training needs through the PMD;
Advice to project managers on transparent and competitive process for project recruitment, adequate TOR describing terms of payment based on results, standard matrix of recruitment processes and request for contracts. Continuous monitoring of the entire UNDP project recruitment process;
Full compliance of the guidelines of the CRB/CRP;
Ensure maintenance of the UNDP Libya staffing table;
Advice to the CO management in contracts guidelines pertaining to staffing compliance. Monitoring and tracking of all transactions related to positions, recruitment, HR data, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas;
Performs HR Manager Functions in Atlas. Leads corporate surveys as the Salary Survey, Global Staff Survey and other request from HQ´s and the CO Resident Representative;
Management of the International staff entitlements and position funding delegated to the HR Unit. Close communication with local Government institutions to solve international staff-related issues;
Close communication with HQ´s focal points pertaining to the correct administration of s/m entitlements and benefits;
Validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies.

Ensures proper staff performance management and career development:

Elaboration and implementation of the protocol for performance appraisal process, facilitation of the process, elaboration of performance evaluation indicators in consultation with the Senior Management;
Implementation of effective systems for the performance evaluation, including training to supervisor for an effective use of the tool leading to career development. Advice on work plan, monitoring and performance team evaluation;
Effective learning management including establishment of the office learning plan and individual learning plans in collaboration with the Senior Management;
Provision of effective counseling to staff on career advancement, development needs, learning possibilities.

Ensures facilitation of knowledge building and knowledge sharing in the CO:

Design and implementation of training for operations/ programme staff on HR issues;
Synthesis of lessons learned and best practices in Operations and HR;
Sound contributions to knowledge networks and communities of practice.

Competencies

Core:

Innovation:

Ability to make new and useful ideas work;
Ability to develop innovative solutions; encourages and contributes creative solutions to address challenging situations.

Leadership:

Ability to persuade others to follow;
Ability to generate and maintain enthusiasm of large groups.

People Management:

Ability to improve performance and satisfaction;
Building and promoting effective teams; Demonstrated ability to work effectively in diverse teams.

Communication:

Ability to listen, adapt, persuade and transform;
Demonstrates strong oral and written communication skills;
Creating and promoting enabling environment for open communication.

Delivery:

Ability to get things done;
Focuses on management results;
Continues to seek new and improved methods and systems for accomplishing the work of the unit.

Technical/Functional:

Primary:

Development and Operational Effectiveness:

Demonstrates deep understanding of UNDP operations, including HR issues; willingly shares this knowledge with the HR Network and throughout UNDP;
Knowledge of HR management issues and principles of and the ability to apply them to strategic and/or practical situations;
Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
Highly effective at networking and at securing information and expertise;
Ability to provide input to business processes re-engineering, implementation of new systems;
Ability to build strong client relationships; establishes lasting relationships and substantive dialogue with clients that create valuable intervention opportunities;

Organizational Change and Development:

Provides counseling and coaching to colleagues who are dealing with change;
Assists in the development of policies, communications, and change strategies;
Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Client Orientation:

Anticipates client needs;
Works towards creating an enabling environment for a smooth relationship between the clients and service provider;
Demonstrates understanding of client’s perspective;
Keeps the client informed of problems or delays in the provision of services;
Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively;
Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management:

Provides inputs to the development of organizational standards for accountability and results-based management;
Develops and applies tools and techniques in assessing the application of programme and/or administer the policies and procedures.

Secondary:

Design and Implementation of Management Systems:

Makes recommendations regarding design or operation of systems or programmes within organizational units;
Identifies and recommends remedial measures to address problems in systems design or implementation.

Required Skills and Experience

Education:

Master’s Degree or equivalent in HR, Business Administration, Public Administration or related field.

Experience:

5 years of relevant operational and HR experience at the national or international level in providing advisory services and/or managing staff and operational systems;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems;
Demonstrated experience in supervising teams;
UNDP or UN experience is a must.

Language:

Full Fluency in English required and knowledge of other UN working languages (Arabic or French) would be an asset.

Other:

Familiarity with interpretation and application of UN and/or UNDP Rules and Regulations is an asset;
Familiarity with Oracle-based ERP is desirable.

Application:

Interested and qualified candidates should apply on-line through the UNDP Job site at http://www.ly.undp.org/content/libya/en/home/operations/jobs/ and please ensure to fill in and upload Personal History Form - P.11 which is available at http://www.ly.undp.org/content/libya/en/home/operations/jobs/ in the relevant field of the on-line application;
Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are short-listed will be contacted;
Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.