Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:
- Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)
- Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts and Expert and Specialist UNVs with host entity UNDP
- Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates
Background
UNDP remains firm in its commitment to accompany the Government of South Africa in its development journey by investing in youth and women empowerment initiatives (skills development, employment promotion, and supporting entrepreneurship), promoting renewable energy, building state capability, disaster response, lobbying for biodiversity investments, and driving innovation.
In this context, this job description is a direct response to UNDP’s improved business model in South Africa. It envisions an office structure adapted to the current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to working across the office and with external partners.
The new structure defines the skill sets required to position UNDP in the new country context, adding substantive value through thought leadership and innovation, mobilizing strategic resources and ensuring projects are implemented in a smooth, efficient and transparent manner. This also entails engaging in the most pressing and transformational development challenges of the country.
Through its portfolio, the Country Office (CO) has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. This strategy requires excellent programme management and an organizational structure that reinforces the entire programming life cycle including planning, implementation, oversight, monitoring and evaluation, communications, and efficient operations.
UNDP’s organizational structure in South Africa endeavors to strengthen UNDP´s role as a learning organization ‘fit-for-purpose’ to deliver on Agenda 2030. It is designed to provide the foundation for the whole public policy life cycle with a special emphasis at sub-national level that, as an engagement strategy, is expected to allow new areas of joint work and resource mobilization.
Under the overall guidance of the Operations Manager, the HR Associate ensures execution of transparent and efficient HR services in the CO. The HR Associate promotes a collaborative, client-oriented approach and supports the maintenance of high staff morale.
Position Purpose
The HR Associate supervises support staff in the HR Unit. 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.
Duties and Responsibilities
1.) Ensure effective administration and implementation of HR strategies and policies.
- Ensure full compliance of records and reports with UN rules, regulations, and UNDP policies, procedures, and strategies; effective implementation of the internal controls; and proper functioning of the HR management system and practices;
- In consultation with the direct supervisor and office management, support CO HR business processes mapping, and provide input to content elaboration and update of internal HR Standard Operating Procedures (SOPs) where needed in CO to supplement SOPs issued by GSSC/OHR. Adapt processes and procedures where necessary to meet the needs of CO;
- Provide information to management and personnel on the implementation of HR policies, corporate strategies, rules and regulations, HR business processes, and proper use of contractual modalities;
- Collect information and support UNDP’s participation in inter-agency exercises and surveys, such as comprehensive and interim local salary survey, hardship, and place-to-place surveys, in coordination with the direct supervisor;
- Collect information on the risk management of Country Office HR activities to proactively manage and mitigate the risk.
2.) Provide HR services to UNDP CO and other UN agencies, including recruitment and staffing.
- Implement recruitment processes in coordination with GSSC and locally with Hiring Managers that include drafting job descriptions, providing input to job classification process, drafting vacancy announcements, screening candidates, participating in interview panels, providing support for the submission of compliance reviews as per the actions delegated to the CO. In coordination with Hiring Managers, submit requests and appropriate documentation to GSSC for non-delegated actions;
- Create/Update of positions in ERP/UNall, association of positions to chart fields (COAs), update of COA information, performing the functions of Admin.HR, Position Administrator, and Absence Processor in ERP systems Preparation of contracts (SCs) and recurring PO’s for short term PSA’s in Quantum;
- Timely follow up with Finance staff on Global payroll issues;
- Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments, and separations through ERP and other relevant corporate platforms;
- Prepare draft job descriptions, recruitment strategies, vacancy announcements, compiling matrixes, performing functions of Secretary in interview panels for Interns and short-term PSAs;
- Compile briefing kits for Fixed Term Appointment (FTA), and Personnel Services Agreements (PSA – IPSA/NPSA) personnel and Interns;
- Ensure proper discarding of unwanted HR documentation;
- Prepare and maintain CO’s staffing table;
- Provide timely information on benefits/entitlements to local and international staff;
- Update of the CO security and warden system list to UNDSS;
- Manage proper filing system for HR records and documents including personnel files;
- Provide information for cost-recovery bills in Atlas for HR services provided by UNDP to other Agencies;
- Validate cost recovery charges in Quantum for HR services provided by UNDP to other Agencies.
3.) Ensure proper staff performance management, talent management and career development in CO.
- Provide background information and maintain related data acting as Secretary to formal CO management groups responsible for collectively reviewing and discussing CO staff performance, talent, and development needs;
- Provide substantive inputs to Performance Management reporting and monitoring;
- Participate in the preparation of Whole Office Learning Plan and individual learning plans in consultation with Senior Management and Learning Manager.
4.) Ensure facilitation of knowledge building and knowledge sharing in the CO.
- Organize training for the operations and projects staff on HR issues;
- Assist in the creation and implementation of a local onboarding plan, leveraging corporate resources;
- Synthesize lessons learned and best practices in HR;
- Make sound contributions 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 Office and the Organization.
Competencies
Core
- Achieve Results: LEVEL 2: Scale up solutions and simplify processes, balances speed and accuracy in doing work.
- Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
- Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
- Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
- Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
- Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
- Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.
Cross-Functional & Technical competencies
System Thinking:
- Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.
Portfolio Management:
- Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment. Knowledge and understanding of key principles of project, programme, and portfolio management.
Human Resources Strategic Planning:
- Ability to develop integrated HR strategies, governance structures, polices and procedures.
Organizational Design and Development :
- Knowledge of the organizational design and development theory (i.e. enabling organization's performance through the design of structures, frameworks, systems, policies and metrics, as well as building and developing its culture, capability, values, behaviours, and relationships); understanding of macro trends that impact the design of organizations (e.g. sustainability, geopolitical, demographic, technology); knowledge of organizational design and development diagnostic tools; ability to 'scenario plan' for longer term organization design and development; ability to manage the development of capability/competency frameworks and maps.
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 labour.
Career management and support:
- Ability to design career management and support frameworks, processes and programmes, identify relevant resources to support individuals in assessing their career aspirations and preferences, designing and implementing career development strategies.
Required Skills and Experience
Education:
- Secondary education is required. Or
- A university degree in Human Resource, Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.
- Specialized certification in HR is an advantage.
Experience:
- A minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible HR and/or administrative experience at the national or international level is required;
- Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of HR web-based management systems such as ERP required;
- Prior experience working with UN /international agencies working in the support of HR practice area is desirable;
- Experience in supporting recruitment processes of development projects will be desirable;
- Experience in reviewing and editing documents, ability to produce meeting reports identifying key actions is an asset;
- Experience in managing performance management systems is desired;
- Experience in talent management and career management is desired.
Language Requirement:
- Fluency in English is required.
This vacancy is open to Nationals or applicants with Permanent Residents in South Africa.
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
Right to select multiple candidates
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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
