Job Identification : 13070

Locations : Lusaka, Zambia

Posting Date : 09/01/2023, 07:15 AM

Apply Before : 09/09/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : NOB

Vacancy Type : Fixed Term

Practice Area : Management

Bureau : Regional Bureau for Africa

Contract Duration : 2 Year with Possibility for extension

Education & Work Experience : Master’s Degree – 2 year(s) experience

Required Languages : English

Desired Languages : Knowledge of the local language

Vacancy Timeline

2 Weeks

Job Description

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.

As the world advance into the Decade of Action with only six (06) years left to achieve the SDGs, countries are still grappling with COVID-19 response and socio-economic recovery. In this context that UNDP Zambia has started the implementation of its new Country Programme Document (CPD) covering the period 2023 – 2027, which is expected to contribute to the development results set out in the first-ever United Nations Sustainable Development Cooperation Framework (UNSDCF) developed by the UN Country Team (UNCT). In so doing, UNDP Zambia has been revisiting its approach to programming and delivery to ensure constant relevance and effectiveness in supporting the Government of the Republic of Zambia (GRZ) to address key issues and most important priorities, while concurrently exploring innovative and creative ways to accelerate the achievement of the objectives set out in intertwined Agendas 2030, 2063 and the 8th National Development Plan (8NDP) using a strategic approach to planning resulting in an efficient and effective delivery of the Country Programme to promote sustainable human development.

The Human Resources (HR) unit provides support to Country Office (CO) management in ensuring that the office is appropriately staffed with high quality and engaged personnel who receive the guidance, feedback, and development they need to fully contribute to the CO’s agenda and Sustainable Development Goals. The HR team applies strategic human resource management policies, procedures, programs, and solutions – that leverage both technology and analytics – to promote a strong people management culture and high performing, diverse, inclusive, and equitable workplace.

Position Purpose

Under overall guidance of the Deputy Resident Representative (DRR) and the direct supervision of the Operations Manager, the HR Analyst is responsible for transparent implementation of HR strategies and effective delivery of HR services of the Country Office. He/she analyses, interprets, and applies HR policies, rules, and regulations; establishes internal procedures; and provides solutions to a wide spectrum of complex HR issues. The HR Analyst promotes a collaborative, client-oriented approach and contributes to the maintenance of high staff morale.

The HR Analyst manages the CO HR Unit and supervises and leads the HR Unit personnel or is a team member of the HR Unit. The HR Analyst 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 ensure successful CO performance in HR management.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Key Duties and Responsibilities

1. Ensure effective 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 CO. 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 management and personnel, as necessary, and keep management informed of new HR policies and practices and their implementation;
•  Provide support in CO HR business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) on HR management where needed in CO to supplement SOPs issued by GSSC/OHR. Control workflows in the HR Unit;
•  Advocate for implementation, monitoring and compliance of HR policies and corporate programmes, including UNDP mandatory courses, gender, prevention of harassment, career development and knowledge management;
•  Support the implementation, in coordination with Management and relevant units, of corporate targets, including gender indicators;
•  Support the alignment of workforce/HR plan and business unit strategies and resource needs;
•  Analyze and elaborate proposals for and implement a strategic approach to CO HR interventions including recruitment, proper use of contractual modalities, change management, workforce planning, position management, job classification, performance management, personnel needs and wellbeing, and career development, in line with the relevant policies, roles and procedures;
•  Support the facilitation of staff-management relations in the office. Facilitate information to all personnel on access to corporate resources on grievance and support mechanisms;
•  Organize and coordinate UNDP’s participation in inter-agency exercises and surveys, such as the comprehensive and interim local salary surveys, hardship, and place-to-place surveys, as applicable, in coordination with the direct supervisor and partner agencies;
•  Coordinate the Country Office HR support to the UN-system;
•  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 Country Office HR activities to proactively manage and mitigate the risk.

2. Ensure effective human resources management of recruitment, staffing and entitlements in the Country Office:

•  Manage transparent and competitive recruitment and selection processes in coordination with GSSC and Hiring Managers that includes updating job descriptions, proper job classification, preparing vacancy announcements, screening candidates, chairing interview panels, recommending recruitment strategies, and submission of compliance review cases as per the actions delegated to CO. Provide oversight of recruitment under UNDP projects and facilitate recruitment at the request of UN partner agencies;
•  Liaise and coordinate with relevant GSSC teams on the management of contracts, monitoring and tracking of all transactions related to positions, recruitment, HR data, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations. Provide oversight of clustered services and report to supervisor and/or CO management for any cases to be escalated if and as needed;
•  Oversee timely contract management actions, in close coordination with supervisors and senior management;
•  Upon delegation of responsibility, perform HR Manager functions in ERP and validate cost-recovery charges in ERP for HR services provided by UNDP to other Agencies;
•  Develop and manage CO rosters as appropriate;
•  Manage International and local personnel entitlements and position funding delegated to the CO HR Unit in consultation with budget owners and in close coordination with GSSC as needed;
•  Initiate the contract management, payroll, and separations in coordination with GSSC in accordance with the delegation of authority given to Country Office;
•  Support workforce reporting and 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 COs, as applicable and in coordination with Management, such as medical evacuations, R&R, safety and security interventions.

3. Ensure proper staff performance management, talent management, and career development in the CO:

•  Coordinate performance management and recognition programmes of CO through its stages, ensuring completion of milestones. Elaborate performance evaluation indicators in consultation with the Senior Management and Unit supervisors;
•  Play a key role in organizing formal CO management groups responsible for collectively reviewing and discussing performance and talent management/career development of CO 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. Provide advice to personnel on performance management policies;
•  Advise management and personnel on CO work plan and performance management cycles;
•  Support effective learning management including the learning needs analysis and establishment of the CO-wide Learning plan in collaboration with senior management and the Talent Development Manager;
•  Implement the Universal Access strategy ensuring access to role appropriate learning activities. Advise office management and project managers on personnel competency, career management/development, and training needs through the PMD and Talent Review processes, as applicable;
•  Provide effective counseling to staff and supervisors, as appropriate, on career management, development needs and learning possibilities;
•  Elaborate proposals on and implement strategic staffing policies in line with career management/development principles.

4. Ensure facilitation of knowledge building and knowledge sharing in the CO:

•  Organize training for Operations and Programme staff on HR issues and other relevant matters, such as prevention of harassment, diversity and inclusion, etc;
•  Co-create and facilitate local onboarding process of new personnel, leveraging corporate tools, in close consultation and coordination with hiring managers;
•  Support the facilitation of training to and advise CO personnel, in coordination with the Talent Development Manager, on corporate learning and development initiatives, platforms, systems, needs assessment, etc;
•  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.

Supervisory/Managerial Responsibilities:

•  Supervise HR unit personnel.

Competencies:

Core competencies

•  Achieve Results: LEVEL 2: Scale up solutions and simplifies 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.

People Management

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies

Business Direction & Strategy

•  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.

Business Management

•  Communication
  •  Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience;
  •  Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Human Resource

•  People Analytics
  •  Ability to generate and align people data with business intelligence data to inform strategic decision-making, knowledge of databases, their architecture, integration and landscape;
  •  Ability to create and use data models, knowledge of visualization techniques, gathering and using data and information to provide insights into people issues and guide decision-making.
•  Recruitment Design and Management
  •  Knowledge of, ability to design and manage end to end recruitment processes.
•  Performance Management
  •  Knowledge of and ability to guide the application of performance management theory, systems and tools, incl. articulation of expectations, setting objectives and performance standards; conducting performance related discussions and performance coaching; ability to develop performance management and appraisal processes that minimize biases
•  Learning and Development 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.

People Management

•  Management Performance & Ensure Accountability
  •  Ensure regular conversations with people about work;
  •  Provide positive and constructive feedback;
  •  Discuss poor performance in a timely manner;
  •  Provide praise and recognition, as well as ensure accountability.

2030 Agenda: People

•  Gender
  •  Gender analysis and issues;
  •  Gender mainstreaming;
  •  Gender and institutional development.

Required Skills and Experience

Education

•  Advanced university degree (master’s degree or equivalent) in Human Resources, Business Administration, Public Administration, or related field is required.

Experience, Knowledge and Skills

•  Minimum 2 years (with master’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;
•  Certification in Human Resources is an asset;
•  Direct experience with other UN agencies or International Organizations is an advantage.

Desired additional skills and competencies:

•  At least 2 years of knowledge of an ERP System (such as Atlas/quantum), UN Staff Rules and Regulations, and UNDP policies, guidelines, recruitment, and benefits and entitlements strongly desired;
•  Certification in Human Resources is an asset;
•  Direct experience with other UN agencies or International Organizations is an advantage.

Language

•  Proficiency in English is required – both written and oral;
•  Knowledge of the local language is required.

Disclaimer

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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