Human Resources Associate

Pohnpei

Organization: UNDP - United Nations Development Programme
Location: Pohnpei
Grade: Level not specified - Level not specified
Occupational Groups:
- Human Resources
- Administrative support
Closing Date: Closed

Background

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.

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives. This position is located at the UNDP Pacific sub-office in Pohnpei State in the Federated States of Micronesia which was established in October 2021. This office is set up to serve the Federated States of Micronesia, Kiribati, Nauru, Palau and the Republic of the Marshall Islands. The office will work closely with the UNDP Pacific office in Fiji to deliver the UNDP multi-country programme document (MCPD, 2023-2027) in these five countries.

UNDP in the Pacific has developed its multi-country programme document (MCPD, 2023-2027) to guide its interventions in the next five years in full alignment and directly to contribute to the United Nations Sustainable Development Cooperation Framework (UNSDCF, 2023–27). The Office covers 10 countries in the Pacific with an extensive portfolio which has grown over time. The UNSDCF and UNDP MCPD are designed in full alignment with the 2030 agenda, Samoa Pathway, and 2050 Blue Content Strategy, which is endorsed by the Pacific Island Countries (PICs) among others. The UNDP Pacific Office next five-year plan strategic priorities are encapsulated under three outcome areas: (i) Planet, (ii) Prosperity, and (iii) Peace. Following a strategic review process which was completed in June 2022, UNDP Pacific office structure is aligned to the emerging priorities of the office. In this regard, the programme portfolio will include mutually reinforcing work streams crafted around two clusters (i) Resilience and Climate Change; and ii) Inclusive growth and Effective governance, supported by a policy and innovation team, Operations team, Management and Oversight team that provides strategic guidance on results Management and compliance entrusted with the corporate alignment, programme finance management and quality assurance, and strategic communications team that provides knowledge management and communication support to all programme interventions.

Within the Office, the Operations Team provides backbone support and services to programme related to finance, human resources, digital services, travel and logistics, as well as common services and transactions support. The team further provides demand driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel e.g., protocol, visa facilitation, travel, and others.

Under the guidance and direct supervision of the Operations Manager and in close collaboration with the HR Analyst in the Fiji Office, the Human Resources (HR) Associate provides leadership in the execution of the full range of office HR services ensuring their transparency and integrity. The HR Associate promotes a collaborative, client-oriented approach and promotes the maintenance of high staff morale. The key results have an impact on the overall efficiency of the office including improved business results and client services.

Key Duties and Accountabilities

Administration and implementation of HR strategies and policies
Administration of human resources
Performance management and career development
UN-related Surveys.
Knowledge building and sharing

1. Ensures administration and implementation of HR strategies and policies, adapts processes and procedures

Full compliance of HR recording and reporting systems with UN rules and regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework, proper functioning of the HR management system.
Provision of information to management and staff on corporate strategies, changes in rules and regulations, implementation of personnel rules, strategic use of contractual modalities, application of entitlements, and change management processes.
CO HR business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management.

2. Ensures effective provision of human resources services

Implementation of recruitment processes including drafting the job description, provision of input to job classification process, vacancy announcement, screening of candidates, and participation in interview panels. Provision of information on recruitment in UNDP projects.
Facilitate creation/update of positions, the association of positions to chart fields (PTAEOs), update of PTAEO information, performing the functions of HR Manager Position Administrator and Absence Processor, PMD Focal point, Recruiter UNDP in ERP as delegated by the Resident Representative.
Timely follow up with Finance staff on Global payroll issues.
Input and tracking of all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations.
Maintenance of the office staffing table, including tracking of contract end dates to support management on contract renewals or separation actions as appropriate.
Implementation of international staff entitlements and position funding delegated to country offices.
Maintenance of office rosters including e-rosters.
Maintenance of proper filing system for HR records and documents including personnel files.
Validation of cost-recovery charges for HR services provided by UNDP to other Agencies.

3. Ensures proper staff performance management and career development

Support to performance appraisal process and maintenance of the related data; acting as Secretary of Talent Management Review Group.
Participation in preparation of the Office Learning plan and individual learning plans in consultation with the Senior Management and Operations Manager.
Ensure all personnel complete all mandatory courses.

4. Ensures conduct of UN-related surveys

Collection of information for comprehensive and interim local salary.
Participation in the work of LSSC.

5. Ensures facilitation of knowledge building and knowledge sharing

Organization of trainings for the operations/ projects staff on HR issues.
Synthesis of lessons learnt and best practices in HR.
Sound contributions to knowledge networks and communities of practice.
Performs other duties within the functional profile as assigned or deemed necessary for the efficient functioning of the office.

Supervisory/Managerial Responsibilities: Not applicable

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

*Thematic Area*	*Name*	*Definition*
Business Management	*Customer Satisfaction/Client Management*	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
*HR -* *People strategy and planning*	*Job design*	Ability to design job roles to meet specific organizational objectives
*HR - Talent acquisition*	*Talent sourcing and outreach*	Knowledge of and ability to develop and implement strategies, mechanisms, and platforms to ensure the effective outreach to the relevant segments of the labor market, active and passive candidates internally and externally
*HR - Talent management*	*Diversity and inclusion*	Knowledge of practical ways to increase participation of under-represented groups in the workforce; knowledge of inclusive workplace practices and behaviours.
*HR - Recruitment*	*Recruitment design and management*	Knowledge of, ability to design and manage end to end recruitment processes
*HR - Learning and development*	*L&D planning*	Ability to identify organizational learning priorities aligned with the business strategy using key stakeholder involvement to ensure appropriate learning and optimal return-on-investment
*HR- Talent management*	*Performance management*	Knowledge of and ability to guide the application of performance management theory, systems and tools, incl. articulation of expectations

Required Skills and Experience

Education:

Secondary Education is required or
Bachelor’s Degree in HR, Business or Public Administration, Social Sciences and relevant fields will be given due consideration

Experience:

Minimum of 6 years with Secondary education or 3 years with Bachelor’s degree of progressively responsible HR and/or administrative experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and handling web-based management systems
Knowledge of the Human Resources management practice in an organization of the United Nations system of UN/UNDP is desirable.
HR Certification is an advantage
Prior work experience in using UN /UNDP HRM systems is an advantage.
Knowledge of UNDP policies and guidelines is an advantage
Experience with UN system HR processes reengineering is an advantage
Fluency in English is a requirement, local language is an added advantage

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

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