Human Resources Associate - NPSA6

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.  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.

The Panama office is divided into 3 clusters: Inclusion and Equity, Sustainable Development and Voice and Democracy, with interventions related to gender equality incorporated in a transversal way. Among others, in these areas we promote human rights, citizen security, access to justice, access to basic services, institutional strengthening, incorporation of the environment in solutions for economic growth and social welfare, among others. The operational framework of the programme responds to the country's priorities and is structurally linked to the United Nations Assistance Framework. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

The Human Resources (HR) unit provides support to Country Office (CO) management in ensuring that the office is appropriately staffed with high quality and engaged personnel who receive the guidance, feedback, and development they need to fully contribute to the CO’s agenda and Sustainable Development Goals. The HR team applies strategic human resource management policies, procedures, programs and solutions – that leverage both technology and analytics – to promote a strong people management culture and high performing, diverse, inclusive and equitable workplace.

The Human Resources Associate ensures execution of transparent and efficient HR services in the CO, projects and administered agencies.  The HR Associate promotes a collaborative, client-oriented approach and supports the maintenance of high staff morale.

The HR Associate works in close collaboration with the Programme, Operations, and project teams in the CO, UNDP HQ OHR Business Partners, and staff in GSSC and other UN Agencies to exchange information and resolve complex HR-related issues.  The Human Resources Associate will work under the guidance and direct supervision of the HR Associate/Coordinator of the unit.

Duties and Responsibilities

Summary of Key Functions:

1. Ensure implementation of HR strategies and policies.
2. Provide HR Services to the UNDP CO, Projects and UN agencies administered by the office, including recruitment and staffing, induction management, well-being and all other aspects related to the life cycle of individuals within the organization, in accordance with the delegation given by the CO regarding different contractual modalities.
3. Ensure proper staff performance management, talent management and career development in the CO and Projects.
4. Support knowledge building and knowledge sharing in the CO and Projects.

I. Ensure the Implementation of HR strategies and policies,  focusing on achievement of the following results:

• Full compliance of HR processes and records with UN/UNDP rules, regulations, policies, procedures and strategies, effective implementation of the internal control framework.
• Provision of inputs to the UNDP CO business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor.
• Provision of information to the management and personnel on HR rules and regulations.

2. Provide HR Services to the UNDP CO, Projects and administered UN agencies, including recruitment and staffing, induction management, well-being and all other aspects related to the life cycle of individuals within the organization,  in accordance with the delegation given by the CO regarding different contractual modalities.

• Provide a client-oriented HR support in line with corporate policies.
• Advice staff on HR matters in line with policies and procedures.
• Implement recruitment processes in coordination with GSSC and locally with Hiring Managers that includes preparation of draft job descriptions, vacancy announcements, compiling matrixes, screening of candidates, verification of academic background information, request of work references, preparation of long and short lists; facilitating interview panels and performing the function of Secretary in interview panels.  Liaising with GSSC for offer issuance, contract formalities and hiring process.
• Ensure effective outreach to support recruiting best talent in line with the corporate priorities. 
• Provide recruitment updates and required analytical reports.
• Provide support to regular interaction with GSSC on recruitment processes and contract management.
• Facilitates the processing of personnel contracts; monitor and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments, and separations   through ERP and other relevant corporate platforms.
• Process timely contract management actions, in close coordination with supervisors.
• Provide assistance to the contract management, payroll, and separations in coordination with GSSC in accordance with the delegation of authority given to the CO.
• Provision of orientation and monitoring of the onboarding process of new staff and collating information of new joiners for their introduction to all staff.
• Support the supervisor with Off-boarding process i.e., separation and exit clearance process as required
• Prepare routine correspondence, memoranda, and reports in accordance with CO needs and SOPs.
• Provide administrative support to retirees as applicable.
• Support the HR team for collecting and compiling information for Audits.
• Maintenance of proper filing system for HR records and documents.
• Validate cost-recovery charges in ERP for HR services provided by UNDP to other agencies.
• Support to the internship programme, internship agreements with different universities, as well as non-Reimbursable agreements.
• Support the activities of the HR Unit for staff wellbeing.
• Provision of back up functions to HR team during absences.

3. Ensure proper staff performance management, talent management and career development in  the UNDP CO and Projects 

• Provide assistance to Performance Management reporting and monitoring.
• Provide assistance with monitoring and following up on mandatory and core certifications
• Provide input to the CO-wide Learning plan’s preparation in consultation with the supervisor and TalentDevelopment Manager.

4. Support knowledge building and knowledge sharing in the UNDP CO and Projects, focusing on achievement of the following results:

• Organization and participation in the trainings for the operations/projects staff on HR issues.
• Provides support, information and follow up on learning opportunities and activities
• Assist in the creation and implementation of a local onboarding plan, leveraging corporate resources.
• Contribution to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the HR Office and the Organization.

•    Secondary education is required; or 
•    Bachelor´s degree in Human Resources, Business Administration, Industrial Engineering, Social Sciences or other related areas, will be given due consideration. 

Experience:

• This position is open to both national and foreign applicants with permanent residency and valid work permit at the time of applying for this vacancy for the duration of the contract.
• Applications received after the deadline will not be considered.
• Only selected candidates for interview will receive confirmation.
• Expenses related to transportation, accommodation, and meals, in accordance with the activities and requirements of the project, will be covered by the project following UNDP's rules and procedures.