Background

Duties and Responsibilities

• Policy advice to managers and staff on contractual, recruitment and staffing matters;
• Facilitates benefit/entitlement management through UNDP Copenhagen;
• Effective and efficient recruitment for the Region;
• Provide support in organizational design, staffing reviews, job evaluation etc;
• Performance Management/Staff Development and Learning;
• Staff/Management Relations and Staff Well Being;
• Communication and Knowledge Management.

• Provide advice and oversee the administration of contractual, benefit/ entitlement, and related HR administrative matters, and help Country Offices implement contract policies, rules, processes and guidelines innovatively within field offices, to ensure effective, equitable, fair and transparent HRM across the Region;
• Guide and make staff aware of how their entitlements are processed and where they should seek clarification on their contractual rights and obligations as well as on all related benefits and entitlements;
• Provide Regional Office and Country Office management with authoritative clarification/briefs/advice on the interpretation/application of HR Rules, Regulations and policies with respect to contractual rights, benefits and entitlements;
• On the basis of existing Table of Authority (TOA) and other HR guidelines and rules explicitly inform management across the Region of the flexibility available (if any) to them to adapt HR policies to particular cases. In particular clarify to managers the implications of establishing precedent setting exceptions;
• Advice the Regional Director and CO/MCO Representatives on contractual actions and/or disciplinary actions to be taken in the case ongoing poor performance, fraud, sexual harassment, or other matters related to staff discipline;
• For oversight purposes prepare and submit necessary monitoring reports to Regional Director and HQ on HR decisions taken and exceptions granted. 

• Maintain smooth and effective coordination with outsourced service providers on the   overall administration benefits/entitlement management for staff;
• On a special needs basis liaise with UNDP Copenhagen service on behalf of individual staff members to seek clarification on certain benefits and entitlements. This task should not supplant or replace the primary obligation of each staff member to follow-up on his/her entitlements/benefits with UNDP Service in Copenhagen directly;
• Help determine the benefits and entitlements of staff for urgent cases. In particular provide timely assistance and recommendations to address emergency cases that require quick response and action. (e.g. medical evacuation).

• Oversee that positions within the Region are filled in a timely manner to meet staffing needs, based on effective matching of individual competencies to position requirements, using cost-effective assessment techniques;
• Facilitate timely transparent and competitive recruitment and selection processes within Country Offices including proper job classification, vacancy announcement, screening of candidates and the appropriate use of different contract modalities;
• Acting as Secretary to the Regional Compliance Review Body to help ensure compliance of FTA (fixed term appointment) recruitment at General Service and National Professional level with UN Women policies, standards, and processes;
• Work with HQ and COs to facilitate recruitment of qualified IP (international professional) candidates for posts in the Region, including JPOs and UNVs, who match competency profile of positions, in accordance with UN Staff Rules and requirements of corporate review bodies;
• For posts within Regional Office advertise posts; long list suitable candidates; organize tests and interview panels; prepare summary reports of interview panels, and process recruitment cases through the Regional Compliance Review Body;
• Strategic and operational support to Regional Director to implement staffing and recruitment actions as part of organizational development and change management processes;
• Provide current and prospective staff members and other personnel with timely and authoritative guidance on recruitment and contracting policies.

• Provide guidance to Regional Director and CO managers on the application of job design and classification policies and procedures and by undertaking office staffing reviews;
• Assist the Regional Director by monitoring office structures to stay abreast of their evolving staffing needs;
• Orient country managers on policies and procedures in requesting new posts; on choosing the most appropriate contract modality for different types of work; and on related issues on workload measurement; matching work to grades; etc;
• Support regional and country staffing reviews, including development of staffing/vacancy projections;
• Assist managers in drafting job descriptions and liaise with HR Section HQ on classification analysis of new and revised jobs in the Region.

• Ensure that annual performance management plans for all staff in the Region exist, and are implemented annually in accordance with UN Women policies, guidelines and practice;
• Brief and orient staff and managers within the Region on the UN Women performance management system, and oversee compliance. Provide annual monitoring reports to HR Section/HQ on performance management compliance within the Region;
• Work with HR Section HQ on poor performance cases which could impact on contractual status or career of staff.
• Use performance management data, skills gap analysis, and other means to draw up and implement an annual regional staff and development plan for the Region;
• In liaison with HRM Section HQ adapt and implement UN Women-specific learning and development strategies and programmes to meet the staff development needs of UN Women staff in the Region;
• Research and compile a roster of learning and development institutions/courses/consultants within the Region and make this information available to UN Women Country Representatives and staff to allow them make cost effective proposals and decisions;
• Ensure that an onboarding (orientation) and off-boarding  (separation) briefing policy exists and is implemented for all relevant staff;
• Work closely with other UN Agencies in Bangkok and the Region to develop joint training exercises at inter-agency level which would be cost effective and useful to UN Women staff within the Region;
• Evaluate annually the learning and staff development exercises and programmes implemented in the Region and provide reports to the Regional Director and HRM Section/HQ.

• Promote and implement staff/management meetings in CO’s throughout the Region to ensure open, transparent communications on all matters pertaining to staff;
• Encourage the establishment of Regional Staff Representation Committee (Staff Council) to represent the views of regional staff at different UN Women fora (Regional Learning and Development Team, Regional meetings of Representatives, etc);
• Promote and implement UN Women Staff Well Being policies and initiatives within the Region;
• Create some form of Ombudsperson presence within the Region who could act as a mediator in disputes within the Region;
• Raise awareness within the Region of UN Women stress management policies and promote implementation of work practice which optimizes work/life balance;
• Build strong relationships with managers and staff and network proactively within the Region to stay abreast of staff and management concerns.

• Monitor HRM activities within the Region and report as required to HQ and RO management on trends and practice;
• Keep HR Section HQ and Regional Director, informed of best practices by other UN Agencies in the Region and contribute to policy development on benefits and entitlements;
• Share CO best practices on HRM issues (learning and development: performance management; staff/management relations/ job design etc.) across the Region and with HQ;
• Develop a simple data monitoring system on HRM issues at Regional Office that supplements (but does not duplicates) information/data available elsewhere within the Organization;
• Track implementation of Audit recommendations related to HRM within the Region and keep HQ and RD informed;
• Share knowledge and collaborate at inter-agency level within the Region on all HRM matters, including the inter-agency mobility arrangements.

 Impact of Results:

Competencies

Integrity:

• Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
• Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Ethics and Values:

• Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

• Proven ability to apply modern HRM and HRD principles and practice in large international multicultural organizations;
• Ability to anticipate HR requirements in terms of staffing levels and staff development in large organizations with a fast evolving agenda and many competing needs;
• Proven ability to find innovative solutions to complex HR challenges within a framework of policies and rules which must be respected;
• Demonstrated effectiveness in using competency-based tools and processes in recruitment and selection;
• Ability to build trust in interactions with others, especially strong client and partner relationships to ensure desired impact and result for the client. This requires credibility, a reputation for being fair, and ability to strictly adhere to confidentiality;
• Communicates clearly and convincingly, both orally and in writing, adapting style and content to different audiences;
• Manages projects effectively, consistently ensuring timeliness and quality of work;
• Provides constructive coaching and feedback;
• Proven record at always keeping the “human” central to Human Resources Management. This may sometimes require having the moral courage to disagree with managers senior to oneself.
  

Required Skills and Experience

• Master’s degree (or equivalent) in social sciences, psychology, business, human resources management, or related field.

• 5 years of progressively responsible experience in human resources management, with focus on staff planning, performance management, contract administration, benefits-entitlements administration, recruitment and staff learning and development; 
• Several years with an international multicultural organization;
• Knowledge of UN HR policy and practices in recruitment, contract administration, staff development and learning, organizational design is desirable;
• Experience in usage of computer and relevant software packages. Familiarity in the use of information technology to support recruitment and staffing and map data and analyze HR data.

Language Requirements:

• Fluency in English is required;
• Working knowledge of another UN official language is an asset;
• Proficiency in English to be tested trough TOEFL (500 point).