Vacancy Announcement Job Title: Duty Station: Grade Contract type: Human Resources and Administrative Associate Copenhagen, Denmark ICS-6 (GS-6) Fixed Term Appointment (FTA) Post Type Project funded. Non-Rotational Post number: 82247 Duration: One year (renewable) * 1. Organizational Location UNFPA works to realize the rights of women worldwide. As a part of its mandate, UNFPA procures approximately $120M of reproductive health (RH) commodities annually, making it the second largest procurer of such commodities in the world. Responsibility for the efficient execution of this mandate on behalf of UNFPA lies with the Procurement Services Branch (PSB) of the Division for Management Services. 2. Job Purpose Under the guidance and supervision of the Chief of PSB the HR Associate ensures execution of transparent and efficient HR services to staff in the Procurement Services Branch (PSB). The HR Associate promotes a collaborative, client-oriented approach, supporting the maintenance of high staff morale. The HR Associate manages the recruitment as well as determination and implementation of benefits and entitlements of Fixed Term, Temporary Appointments and Permanent Appointment of General Service staff, from pre-appointment to beyond separation. The HR Associate works in close collaboration with PSB staff members and the UNFPA HQs staff for resolving complex HR-related issues and information exchange. S/he will be located in the UN City, Copenhagen. The HRA is accountable for the integrity, transparency and equity of the management of UNFPA resources, particularly the recruitment, contracts, benefits and entitlements management as well as through advisory service to partners. Summary of Key Functions: Administration and implementation of HR strategies and policies Provision of HR services Facilitation of staff performance management and career development * No expectancy of renewal in accordance with UN Staff Regulation 4.5 Renewal is subject to performance and funding 1
Facilitation of knowledge building and knowledge sharing 3. Major Activities/Expected Results Ensures administration and implementation of HR strategies and policies focusing on achievement of the following results: Full compliance of records and reports with UN rules, regulations, UNFPA policies, procedures and strategies; effective implementation of the internal control framework. PSB HR business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with Management and HQ. Provision of information to the management and staff on relevant HR strategies, rules and regulations. Provides HR services focusing on achievement of the following results: Implements recruitment processes including supporting the drafting of job descriptions, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels, drafting of interview report, conducting reference checks and facilitating communication with applicants/candidates. Engages with UNFPA HQ to ensure all new positions are set up, classified, graded and processed in a timely and compliant manner. Prepares submissions to the Local Career Review Panel (CRP). Prepares contracts (Fixed Term and Temporary Appointments). Determines and implements benefits and entitlements to locally recruited staff in full compliance with Staff Regulations and Rules. Coordinates induction of new staff members into UN organization and Danish society. Ensures registration of staff with the Ministry of Foreign Affairs of Denmark; processes applications for Danish residence permits for staff and accompanying dependents, as applicable. Maintains the UNFPA staffing list. Maintains rosters including e-rosters. Processes maternity leave documentation. Creates/updates positions in Atlas, association of positions to chart fields (COAs), update of COA information, setting up vendor, performs the functions of Admin.HR, Position Administrator and Absence Processor in Atlas. Provides timely follow up with Finance staff on Global Payroll issues. Inputs and tracks all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas. Perform annual leave monitoring for IPSAS control purpose and conduct branch-wide reviews of staff leave balances. Facilitates proper staff performance management and career development for the Procurement Services Branch and advice on these matters to clients focusing on achievement of the following results: Provides support to staff members and management on the planning and implementation of the Performance Management and Development process. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results: Organizes training for staff on HR issues. 2
Synthesizes lessons learnt and best practices in HR. Makes sound contributions to knowledge networks and communities of practice. Coordinate Learning activities between PSB and Learning and Career Management Branch (LCMB) Coordination of the UN Language Proficiency Exam. 4. Work Relations Inside the Organization Functional Title Purpose Frequency Finance Specialist Supervision & review of activities Daily PSB Staff Exchange of Information Weekly HQ Staff HR issues and information Sharing Monthly Outside the Organization Functional Title Purpose Frequency Job Applicants Recruitment Daily UNDP Payroll, Staff Registration Monthly Newspapers/Websites Job Advertisements Monthly 5. Job Requirements Education: Secondary Education is required; Formal specialized training in Human Resources leading to a Certificate is an asset; University studies in HR, Business or Public Administration would be desirable Knowledge and Experience: 6 years of progressively responsible HR or administrative experience at national or international level is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems. PeopleSoft experience would be an asset. Knowledge of UN/UNFPA rules, regulations and practices is desirable. FUNCTIONAL COMPETENCIES: Building Strategic Partnerships Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives 3
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 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 databases 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 4
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 Languages: Complete fluency in written/oral English. Knowledge of other UN languages is an asset Other Desirable Skills: Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary Well organized and conscientious 6. How to Apply UNFPA offers a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity, and a healthy work/life balance. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. We offer an attractive salary, subsidized medical/dental insurance and pension benefits. This is a fixedterm appointment for an initial period of one year, with possible extensions subject to performance and funding. Applications in English (letter of interest, quoting HR and Admin Associate VA/15/10) and completed Personal History Form (P11), should be sent by email to: vacancies@unfpa.dk The P11 form can be downloaded at: sas.undp.org/documents/p11_personal_history_form.doc Your application should be sent by email not later than COB 22 nd Oct 2015 at 17.00 Hours (UTC+1). UNFPA will only be able to respond to those applicants in whom UNFPA has a further interest. Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status. 5