FTA-Fixed Term Appointment
HUMAN RESOURCES SPECIALIST (MPF POST)
Location : Nairobi, KENYA
Type of Contract : FTA International
Post Level : P-4
Languages Required :
Duration of Initial Contract : One year
Expected Duration of Assignment : One year (Renewable)
During the past two years, UNDP Somalia based in Nairobi has been working hard on the Change Management Business Processes, aiming at increasing its presence and operations in the field offices based in Somalia, which will allow the CO to be more efficient, flexible and responsive to the country/government priorities. In addition, the increased presence in the field offices will contribute to enhancing and building national staff capacities through delegation of authority. Building office operational capacity becomes imperative considering that more operations are taking place inside Somalia, including the financial transactions through the Hawala system and dealing with high financial risks associated with no existence of an adequate banking system inside Somalia, neither proper fiscal control from the government authorities on local vendors operations.
Under the guidance and direct supervision of Deputy Country Director- Operations, the HR Specialist is responsible for providing advice to Senior Management on implementation of HR strategies, effective delivery of HR services and management of the CO HR Unit. He/she assesses client needs, interprets and applies HR strategies and policies, rules and regulations, establishes internal procedures and provides solutions to a wide spectrum of complex HR issues. The HR Specialist promotes a collaborative, client-oriented approach and contributes to the maintenance of high staff morale.
The HR Specialist supervises and leads the professional and support staff of the HR unit. The HR Specialist works in close collaboration with the Programme, Operations, and project teams in the CO, Sub/Field-Offices and UNDP HQ staff as necessary to analyze strategic business needs, formulate HR strategies and implement corporate Human Resources programmes to attract, develop, motivate and retain the most suitable talent at the CO and ensure successful CO performance in HR management.
Duties and Responsibilities
Summary of key functions:
Implementation of HR strategies and policies.
Effective HR management.
Staff performance management and career development.
Facilitation and promotion of knowledge building and knowledge sharing
Accountability, integrity, transparency and equity in the management of UNDP resources
HR Staff Development and Capacity Building
1. Ensures implementation of HR strategies and policies focusing on achievement of the following results:
Implementation of HR strategy in the CO; effective implementation of the internal control; proper design and functioning of the HR management system.
Full compliance of HR activities with UN rules and regulations, UNDP policies, procedures and strategies. Interpretation of HR policies and regulations and advice to senior managers on their applications, taking into account their particular needs.
Continuous analysis of corporate HR strategy and policies, assessing the impact of changes and making recommendations on their implementation in the CO. Continuous research of the matters related to conditions of service, salaries, allowances and other HR policy matters. Elaboration and introduction of measurement indicators, monitoring and reporting on achievement of results.
Advice to Senior Management on HR new practices and their implementation (succession planning, career development and transition), strategic recruitment, advice on contract modalities, learning plan and performance evaluation). Recommend solutions to highly complex and exceptional cases.
CO HR business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in HR management, control of the workflows in the HR Unit.
Leads the advocacy for the implementation, monitoring and compliance of the HR policies including gender and harassment, career development and knowledge management. Full compliance and completion by CO s/m of the Harassment course.
Development of procedures and practices that contribute to enhanced and improved HR management
Management and oversight of Individual Consultants (IC) hiring process to ensure timely and appropriate selection process, works closely with other colleagues to ensure efficient management and use of limited resources.
2. Ensures effective human resources management focusing on achievement of the following results:
Management of transparent and competitive recruitment and selection processes including updated job descriptions, proper job classification, vacancy announcement, screening of candidates, organization and chairing of interview panels, making recommendations on recruitment. Oversight of recruitment under UNDP projects. Development and maintenance of data base of job applications.
Oversee interviews and recruitment process (testing of new candidates, verification of educational qualifications and credentials, references and previous employment records). Advise on entitlements and career prospects.
Advice to office management on s/m competencies. Advice on s/m career development and training needs through the RCA.
Advice to project managers on transparent and competitive process for project recruitment, adequate TOR describing terms of payment based on results, standard matrix of recruitment processes and request for contracts. Continuous monitoring of the entire UNDP project recruitment process.
Full compliance of the guidelines of the Appointment and Promotion Panel.
Advice to the CO management in contracts guidelines pertaining to staffing compliance. Monitoring and tracking of all transactions related to positions, recruitment, HR data, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through Atlas.
Performs HR Manager Functions in Atlas. Leads corporate surveys as the Salary Survey, Global Staff Survey and other request from HQ´s and the CO Resident Representative.
Management of the International staff entitlements and position funding delegated to the HR Unit. Close communication with local Government institutions to solve international staff-related issues.
Close communication with HQ´s focal points pertaining to the correct administration of s/m entitlements and benefits.
Validation of cost-recovery charges in Atlas for HR services provided by UNDP to other Agencies.
Monitor, advise and acts on disciplinary matters in accordance with established rules and procedures. Medicates conflict for the CO national and international staff.
Ensure all national and international staff’s contractual requirements are done in a timely manner
Emergency preparedness and emergency rapid responses are established and ensured. Emergencies affecting staff are promptly and properly investigated and appropriately coordinated actions are swiftly undertaken.
Implements the strategies on staff wellbeing related issues.
3. Ensures proper staff performance management and career development focusing on achievement of the following results:
Elaboration and implementation of the protocol for performance appraisal process, facilitation of the process, elaboration of performance evaluation indicators in consultation with the Senior Management.
Implementation of effective systems for the performance evaluation, including training to supervisor for an effective use of the tool leading to career development. Advice on work plan, monitoring and performance team evaluation.
Effective learning management including establishment of the Whole Office Learning plan and individual learning plans in collaboration with the Senior Management
Provision of effective counseling to staff on career advancement, development needs, learning possibilities.
4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Design and implementation of training for operations/ programme staff on HR issues.
Synthesis of lessons learned and best practices in HR.
Raise awareness of CO/projects on corporate strategic issues, maximize utilization, implementation and reporting on results
Ensures an integrated and coherent approach on policy implementation and services for the staff
Participates in corporate UNDP networks and maintains up-to-date knowledge of trends and best practices. Distills best practices and comparative experiences. Proposes quality enhancements in order to maximize policy impact and relevance
HR initiatives are well coordinated with other UN agencies to the betterment of HR planning, cooperation and implementation
5. Ensures accountability, integrty, transparency and equity in the management of UNDP resources focusing on the achievement of the following results:
People Management through recruitment, performance and career management of staff to motivate and promote organizational excellence
Contract Management including implementing recruitment processes and providing oversight to contract implementation and payroll administration
Content Management by ensuring (1) Best Practices are continuously identified, documented and made available to clients and peers through intranet/network, (2) an appropriate and up-to-date information and learning tools are available
Information Technology Management through leveraging ATLAS functionality for improved business results, simplification of transaction and reporting tools
Develop and implement metrics to monitor unit work volume;
Develop and implement metrics of staff workload and productivity;
Develop and implement metrics of response time to clients;
6. Ensures effective HR Staff Development and Capacity Building focusing on the achievement of the following results:
Build capacity of CO Human Resources staff through training, briefings, and learning programmes in accordance with UNDP’s to talent management and knowledge practice;
Devise and implement a comprehensive strategy to improve the overall knowledge, skills and abilities of the Human Resources staff in the country office;
Facilitate individual learning through individual learning plans, and frequent review of progress against these plans;
Develop a culture and capacity for national staff ownership of all HR policies, procedures, and responsiveness to clients;
Promote and support Human Resources training and certification for staff;
Ensure adequate learning time is available for all staff.
Impact of Results
The key results have an impact on the overall CO efficiency in human resources management and success in introduction and implementation of HR strategies and policies. Proper implementation of HR strategy and policies, management of HR system ensure client satisfaction and maintains high staff morale
Level 2: Identifying and building partnerships
Effectively networks with partners seizing opportunities to build alliances
Identifies needs and interventions for capacity building of counterparts, clients and potential partners
Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments
Promoting Organizational Learning and Knowledge Sharing
Level 2: Developing tools and mechanisms
Makes the case for innovative ideas documenting successes and building them into the design of new approaches
Develops and/or participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies
Job Knowledge/Technical Expertise
Level 2: In-depth knowledge of own discipline
Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines (financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration)
Continues to seek new and improved methods and systems for accomplishing the work of the unit
Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally
Demonstrates comprehensive knowledge of information technology and applies it in work assignments
Demonstrates comprehensive understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments
Promoting Organizational Change and Development
Level 2: Assisting the individuals to cope with change
Performs appropriate work analysis and assists in redesign to establish clear standards for implementation
Design And Implementation of Management Systems
Level 2: Designing and implementing management system
Carries out research into existing systems to identify best practice and make recommendations to management on applicability to UNDP
Identifies and recommends remedial measures to address problems in systems design or implementation
Level 2: Contributing to positive outcomes for the client
Anticipates client needs
Works towards creating an enabling environment for a smooth relationship between the clients and service provider
Demonstrates understanding of client’s perspective
Promoting Accountability and Results-Based Management
Level 2: Input to the development of standards and policies
Provides inputs to the development of organizational standards for accountability and results-based management
Building support and political acumen
Building staff competence, creating an environment of creativity and innovation
Building and promoting effective teams
Creating and promoting enabling environment for open communication
Creating an emotionally intelligent organization
Leveraging conflict in the interests of UNDP & setting standards
Sharing knowledge across the organization and building a culture of knowledge sharing and learning. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Fair and transparent decision making; calculated risk-taking
UNDP Certification programmes Prince2, Procurement, HR, Accounting and Finance
Required Skills and Experience
Master’s Degree or equivalent in HR, Business Administration, Management, Public Administration or related field.
UNDP HR Certification programme would be desirable but not a requirement
7 years of relevant experience at the national or international level in providing HR advisory services and/or managing staff and operational systems.
International Experience in post conflict settings
Knowledge of UN Staff Regulations and Rules and Personnel Directives
Knowledge of UNDP HR Policies & Procedures, rules and regulations
Knowledge of ATLAS HR Modules, internal financial management and control framework(s) is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc)
Fluency in English required
Proficiency in another UN language is an asset
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.
AJS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS AND AJS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
SOME EMPLOYERS MAY ACKNOWLEDGE RECEIPT OF YOUR APPLICATION.