Human Resources Associate

Panamá

Organization: UNDP - United Nations Development Programme
Location: Panamá
Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Human Resources
- Administrative support
Closing Date: Closed

Background

Under the guidance and supervision of the Administrative and Finance Officer, first reporting supervisor, the HR Associate ensures execution of transparent and efficient HR services in Regional Office (RO). The HR Associate promotes a collaborative, client-oriented approach and supports to the maintenance of high staff morale.

The HR Associate works in close collaboration with the operations, programme and projects’ staff in the RO and OCHA HQs staff for resolving complex HR-related issues and information exchange.

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of HR strategies and policies.
Provision of HR services.
Staff performance management and career development.
Conduct of UN-related surveys.
Facilitation of knowledge building and knowledge sharing.

1. 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, UNDP policies, procedures and strategies; effective implementation of the internal control framework.
RO HR business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the first reporting officer/supervisor and office management, control of workloads of the supervised staff.
Provision of information to the management and staff on strategies, rules and regulations.

2.Provides HR services focusing on achievement of the following results:

Participating in recruitment efforts (fixed-term, UNV’s SC’s, IC’s, etc.) Implementation of recruitment processes, in liason with local UNDP office, including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels.
Administering new employees: Organizational orientation (setting up a designated log-in, workstation, email address, etc.), Administering new employment assessments, Serving as a point person for all new employee questions, etc.
Creation/update of positions in UMOJA, in liaison with OCHA Administrative Service Branch (ASB), Atlas, association of positions to chart fields (COAs), update of COA information, setting up vendor, performing the functions of Admin.HR, Position Administrator and Absence Processor in SAP (UMOJA) Atlas. Preparation of contracts (fixed-term, ALD, SSAs, SCs) and recurring Pos in Atlas. Timely follow up with OCHA ASBFinance staff on Global payroll issues.
Input and tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas.in liaison with local UNDP offices.
Maintenance of OCHA Regional Office (RO)the CO staffing table.
Provision of information on benefits/entitlements to the International Staff and Experts.
Provide advice and assistance to staff member and their dependants by processing requests for visas, identify cards, driving licenses, and other necessary personnel-related documents in accordance with requirements of the United Nations and the country Ministry of Foreign Affairs of the duty station. Maintains facts on living conditions and special entitlements.
Makes travels in SAP (UMOJA), assembles information pertinent to purpose of travel and prepare financial authorizations for travel payment.
Arranges appointments and maintains first reporting officer/supervisor’s calendar, receives high-ranking visitors, places and screens telephone calls and answers queries with discretion.
Providing customer service to organization employees.
Compiling reports and spreadsheets and preparing spreadsheets.
Setting appointments and arranging meetings.

3.Ensures proper staff performance management and career development focusing on achievementon achievement of the following resultsfollowing results:

Support Work Unit Manager (Head of Office (HoO), in assessing learning needs, identifying resources and developing a Regional Learning Plan that aligns with organizational priorities.
Support individual staff in identifying professional development needs and identifying learning resources as well as providing general advice on the OCHA Core Curriculum and other learning services and programmes.
Assist in coordinating learning events for the RO.
Track and monitor all staff learning activities (both centrally managed activities and those financed through the training budgets) using the reporting tool.
Engage in the Learning Focal Point network through sharing resources and good practices.
Serve as a liaison between the RO and the Staff Development and Learning (SDL) Section.

4.Ensures conduct of UN-related surveys focusing on achievement of the following results:

Collection of information and preparation of reports for comprehensive and interim local salary, hardship and place-to-place surveys. Participation in the work of LSSC.

5. Ensures facilitation of knowledge building and knowledge sharing in the Regional and Country Offices (RO/CO)CO focusing on achievement of the following results:

Organization of trainings for the operations/ projects staff on HR issues and UMOJA’s Travel Administrator.
Synthesis of lessons learnt and best practices in HR.
Sound contributions to knowledge networks and communities of practice.

Impact of results:

The key results have an impact on the overall execution of the RO HR services and success in implementation of HR strategies and policies. Accurate analysis and presentation of financial information ensures proper HR services in the RO.

Competencies

Corporate Competencies:

Integrity:

Demonstrates the values of the United Nations in daily activities and behaviors. Acts without consideration of personal gain. Resists undue political pressure in decision-making. Does not abuse power or authority. Stands by decisions that are in the Organization’s interest, even if they are unpopular. Takes prompt action in cases of unprofessional or unethical behavior.

Professionalism:

Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations.

Respect for Diversity:

Works effectively with people from all backgrounds. Treats all people with dignity and respect. Treats men and women equally. Shows respect for and understanding of diverse points of view and demonstrates this understanding in daily work and decision-making. Examines own biases and behaviors to avoid stereotypical responses. Does not discriminate against any individual or group

Functional Competencies:

Communication:

Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Teamwork:

Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Creativity:

Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks "outside the box". Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches.

Client Orientation:

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with

clients by gaining their trust and respect. Identifies clients’ needs and matches them to

appropriate solutions. Monitors ongoing developments inside and outside the

clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Commitment to continuous learning:

Keeps abreast of new developments in own occupation/profession. Actively seeks to develop oneself professionally and personally. Contributes to the learning of colleagues and subordinates. Shows willingness to learn from others. Seeks feedback to learn and improve.

Technological Awareness

Keeps abreast of new developments in own occupation/profession. Actively seeks to develop oneself professionally and personally. Contributes to the learning of colleagues and subordinates.

Shows willingness to learn from others. Seeks feedback to learn and improve.

Required Skills and Experience

Education:

Secondary Education or university degree in Business, Public Administration or related fields.

Experience:

Candidates with secondary education, six years of progressively responsible HR experience is required at national or international level.

Candidates with bachelor´s degree, three years of progressively responsible HR experience is required at national or international level.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.etc) and experience in handling of web based management systems are required.

Language Requirements:

Fluency in the language of the duty station and English working kwnowledge.

This position is for the Office fro the Coordination of Humanitarian Affairs (OCHA)

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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