Position Purpose:
Under the overall guidance and supervision of the Head of Administration, the HR Analyst ensures the effective delivery of HR services in the regional Office. He/she interprets and applies HR policies, rules, and regulations; implements internal procedures; and provides solutions to a wide spectrum of HR issues. The HR Analyst promotes a collaborative, client-oriented approach and contributes to the maintenance of high staff morale.
Under the guidance and supervision of the Administrative and Finance Officer, the HR Analyst ensures the execution of transparent and efficient HR and Travel services in the Regional Office. She/he promotes a collaborative, client-oriented approach and supports the maintenance of high staff morale.
The Administrative Analyst works in close collaboration with the Head of Administration, programme and projects’ staff in the RO, Field Offices and OCHA HQs staff for resolving Administration, Travel and HR-related issues and information exchange.
This position requires close collaboration with UNDPs HR Unit in carrying out and resolving all HR related functions.
Key Duties and Responsibilities:
Ensure implementation of HR strategies and policies.
Ensure full compliance of HR activities with UN rules and regulations and UNDP policies, procedures, and strategies; effective implementation of the internal controls; and analysis of supporting parameters, proper design and functioning of the HR management system and practices.
Continuously analyze corporate HR strategies and policies, assess the impact of changes, and make recommendations on their implementation in the Regional Office. Continuously research policy matters related to conditions of service, salaries, allowances, etc. Elaborate and introduce HR measurement indicators; and monitor and report on achievement of HR results.
Advise personnel, as necessary, and keep management informed on new HR practices, policy updates, and their implementation.
Provide support to RO HR business processes mapping and establishment/update of internal HR Standard Operating Procedures (SOPs) where needed.
Advocate for implementation, monitoring and compliance of HR policies and corporate programmes including mandatory courses, gender, prevention of harassment, career development and knowledge management.
In collaboration with UNDP HR Unit analyze and elaborate proposals for and implement a strategic approach to RO HR interventions including recruitment, proper use of contractual modalities, workforce planning, position management, job classification, performance management, personnel needs and wellbeing, and career development.
Support the organization and coordination, if applicable, of inter-agency exercises and surveys, such as the comprehensive and interim local salary survey, hardship, and place-to-place surveys in coordination with UNON.
Support the elaboration and implementation, in coordination with the supervisor and management, of HR strategy on audit recommendations.
Analyze and advise on the risk management of RO HR activities to proactively manage and mitigate the risk.
Ensure effective human resources management of recruitment, staffing and entitlements in the Regional Office.
Manage transparent and competitive recruitment and selection processes in coordination with UNDP and locally with hiring managers that includes updating job descriptions, preparing vacancy announcements, screening candidates, organizing, and participating in the interview panels, recommending recruitment strategies, and submission of compliance review cases as per the delegated actions and guidance.
In coordination with Hiring Managers, submit requests and appropriate recruitment documentation to UNDP,
Liaise and coordinate with relevant UNDP HR on the management of contracts, and monitoring and tracking of all transactions related to positions, recruitment, HR data, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations.
Facilitate timely contract management actions, in close coordination with Hiring Managers and supervisors.
Upon delegation of responsibility, perform HR functions in Umoja.
Develop and manage staffing tables.
Manage International staff Time and Attendance in Umoja and national staff with UNDP/ Quantum as needed.
Monitor contracts and liaise with Team Managers and UNDP to ensure timely extensions in relation to payroll deadlines.
Support staff on separation to ensure smooth and timely clearance.
Support workforce reporting and HR data analysis.
Support the design and implementation of strategies on staff wellbeing related issues, including analysis and recommendations of Engagement Surveys results. Support the co-creation of a local engagement survey action plan.
Manage HR processes delegated to the RO, as applicable and in coordination with Management, such as medical evacuations, R&R, safety, and security interventions.
Ensure proper staff performance management, talent management, and career development in the RO.
Analyze requirements, elaborate the protocol for and facilitate the performance management process.
Play a key role in organizing formal RO management groups responsible for collectively reviewing and discussing performance and talent management/career development of RO personnel; and follow up on implementation of their recommendations.
Support implementation of effective interventions for the performance evaluation process that includes training supervisors on effective use of career management/development systems and tools in INSPIRA.
Facilitate Performance Management reporting and monitoring in the RO.
Advise management and personnel on RO work plan and performance management cycles and policies.
Support effective learning management including establishment of the RO-wide Learning plan and individual learning plans in collaboration with the Learning and Development Unit.
Implement the Universal Access strategy ensuring access to role appropriate learning activities.
Advise office management on personnel competency, career management/development, and training needs through the UNON Training Center and LDU.
Provide effective counseling to staff on career management, development needs, and learning possibilities.
Elaborate proposals on and implement strategic staffing policies in line with career management/development principles.
Ensure facilitation of knowledge building and knowledge sharing in the RO.
In Collaboration with LDU and UNON Organize training for the operations and projects staff on all relevant areas.
Synthesize lessons learned and best practices in HR.
Make sound contributions to knowledge networks and communities of practice.
Support on the follow-up on compliance of Performance Appraisal of staff.
Participation in the preparation of Office Learning plans and individual learning plans in consultation with the Senior Management and Administration
Support the Learning Focal Point designated by OCHA HQ
Follow-up on compliance with mandatory trainings and follow-up on other trainings
Ensures efficient administrative and travel support:
Monitor travel plans for the RO and Raise travel requests in Umoja for personnel on Missions training and reassignments ensuring compliance with the 21-day travel policy.
In collaboration with the UN Travel Agent, ensure timely issuance of air tickets or vehicle transport arrangement for local travels.
Follow up with OCHA HQ and UNOG to ensure timely disbursement of travel allowance (DSA)
Support staff in raising Expense Reports upon completion of travel.
Ensure processing and follow up on recoverable travel requests.
Provide travel statistics as and when required.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: May supervise support staff in the Administration unit.
Competencies
Corporate values:
Integrity
Professionalism
Respect for diversity
Functional Competencies:
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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
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
Qualifications:
Education:
Advanced university degree (master’s degree or equivalent) in Human Resources, Business Administration, Public Administration, or related field is required,
OR
A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Experience:
Up to 2 years (with a master’s degree) or 2 years (with a bachelor’s degree) of relevant experience at the national or international level in providing HR advisory services and/or managing staff and operational systems.
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of web-based management systems such as ERP.
Language requirements
Fluency in English & Kiswahili on is required.
Knowledge of another UN language is desirable
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