HR and Administrative Analyst - IPSA 8

This opening expired 1 year ago. Do not try to apply for this job.

UNDP - United Nations Development Programme

Open positions at UNDP
Logo of UNDP

Application deadline 1 year ago: Friday 4 Nov 2022 at 23:59 UTC

Open application form

Contract

This is a IPSA-8 contract. This kind of contract is known as International Personnel Services Agreement. It is normally internationally recruited only. It usually requires 1 years of experience, depending on education. More about IPSA-8 contracts.

Background

Instructions to Applicants: Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

Office/Unit/Project Description

UNDP is an operational backbone to the UN system: providing payroll, financial transactions, common premises, treasury investment, procurement, legal services to UN agencies. UNDP provides IT support for 13 UN entities with 40,000 United Nations and external users of the UNDP’s Atlas ERP system, as well as information and communication technology (ICT) and application solutions for the United Nations field presence. To enable the digital transformation of the organization, the Information and Technology Management (ITM) is tasked with developing and operating the enabling corporate technology platforms and providing related services that power the digital transformation including: (1) advice, administration and acceleration services to promote delivery of maximum business value of each platform; (2) a global service desk operation; (3) and outreach services to promote knowledge sharing and effective, agile planning and governance of technology development and utilization. The mission of ITM is to develop Smart Facilities which guarantees efficient, innovative and sustainable management of technologies for UN facilities and other partners, in consistency with Sustainable Development Goals (SDGs). Among other technologies, we are committed to offer a framework of best practices, and to deliver resilient, highly available and sustainable green energy solutions and services that enable innovation to flourish throughout the organization.

Within ITM, the Service Delivery team is the first responder to country office needs and supports ICT and Green Energy projects on procurement, logistics and finance. The team works closely with colleagues across the globe to support operations and programme work in some of the most challenging work environments with energy and ICT infrastructure. The finance and administrative duties in the team require dedicated individuals to sufficiently meet requirements of partners and expectations of vendors in a timely manner and optimal capacity in line with Country Office Support vision and mission statements. In addition to supporting activities facing other UNDP units, the service delivery team also facilitates and centralizes support functions for the ITM office in Copenhagen. The team is seeking to increase its HR and administrative capacities to adequately support a biannual internship programme, short to mid-term contracts to quickly react to project implementation needs, and to support the onboarding and administrative support of ITM colleagues.

Institutional Arrangement

  • The candidate will be working with the Operations Associate;
  • The Global ICT Advisor has the overall responsibility to guide both the Operation Associate and the Business Operations Analyst;

Duties and Responsibilities

Scope of Work

  • Actively support the full life cycle of the internship recruitment processes as per the below milestones:
    • Coordinate the review of Terms of References (ToR) with ITM teams
    • Facilitate the advertisement of positions
    • Assist with candidate screening, panel interview organization and interviews
    • Manage the onboarding of new staff
    • Provide support on VISA and travel arrangements, and reimbursement procedures;
    • Support learning and career development of staff
  • Communicate HR processes across ITM teams in Copenhagen and lead related projects by coordinating inputs and contributing to the final strategy as needed in a transparent and timely manner;
  • Build an understanding of internal processes related to HR and IC processes, grasp and get certified in related UNDP policy to be able to support management to achieve the HR Strategy and following Best Practices;
  • Chair the weekly ITM SIS manager meetings and the monthly SIS meeting, ensuring the dissemination of minutes and track action items
  • Onboard new hires acting as the primary contact point, ensuring the necessary administrative, personnel and IT-related support is provided to facilitate smooth integration into the organization;
  • Support learning and career development of staff;
  • Act as knowledge management focal point and coordinate the 3-weeks Smart Infrastructure Services team Onboarding Programme on a bi-annual basis;
  • Conduct other ad-hoc tasks such as handling administrative tasks to support Service Delivery team related to:

    • Finance: Support the Finance Specialist with cost recovery, reconciliation, budgeting and reporting: support and coordinate all CO and Partners requests;
  • Procurement: This includes the initiation of procurement projects, process of Request For Quotation (RFQ), processing purchase orders, shipment and delivery, receipt and subsequent invoice payment;

  • Logistics: Prepare goods and coordinate shipments; including packaging, documentation, labelling, assist in recording receipts on Atlas and collecting GLJE.

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 (insert up to 7 competencies)

Thematic Area

Name

Definition

Human Resources

Human Resources Management

Actively support the full life cycle of the recruitment processes through facilitating job publication, assisting with candidate screening, panel interview logistics and interviews, onboarding of new staff, VISA and Travels, reimbursement procedures;

Administration & Operations

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Finance

Budget management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Required Skills and Experience

Minimum Qualifications of the Successful IPSA

Min. Academic Education

Master Degree in Management, International Business, Administration, Development Studies or related field; or Bachelors degree with additional 2 years of experience can be accepted in lieu of Masters Degree.

Min. years of relevant Work experience

  • With Bachelor`s minimum 2 years of relevant work experience, preferably in the areas of Human Resources or Management;

Required skills and competencies

  • Experience in the area of HR recruitment, Administration is required;
  • Ability to work with the organization ERP, compile and analyze data and generate reporting to support decision making processes is required;

Desired additional skills and competencies

  • Demonstrate knowledge of recruitment processes such as CV screening, conducting interviews, writing minutes is an added advantage;
  • Strong communication and relationship skills is an added advantage;
  • Attention to detail in order to ensure that organization`s policies are implemented is an added advantage;
  • Knowledge of ERP system is an added advantage;
  • Experience in dealing with administrative tasks and/or HR tasks, which requires a high degree of precision, consistency and planning, will be an advantage;
  • Fluency in one or more additional UN languages is an added advantage;
  • UN experience is an added advantage.

Required Language(s) (at working level)

Proficiency in English is required.

Working knowledge of other UN language is desirable

Professional Certificates

PRINCE2 certification is an added advantage;

Added 1 year ago - Updated 1 year ago - Source: jobs.undp.org