Human Resources Associate- Common Back Office (CBO)

Hanoi

Organization: UNDP - United Nations Development Programme
Location: Hanoi
Grade: Level not specified - Level not specified
Occupational Groups:
- Human Resources
- Administrative support
- Banking and Finance
Closing Date: Closed

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

Launched in early 2006, the Delivering as One (DaO) initiative in Viet Nam was the United Nations’ response to the Vietnamese Government’s call for a more effective UN. It was built focused on six pillars: One Plan, One Budget, One Leader, One Set of Management Practices, One Voice and the Green One UN House (GOUNH).

The Green One United Nations House (GOUNH) in Hanoi is housing 16 United Nations agencies, with around 450 UN staff, and is managed by the Common Back Office (CBO), which is a customer-centric and cost-effective UN common shared service unit, delivering services in the areas of HR, Procurement, ICT, Building and Facilities Management, Green One UN House Security and General Administrative Services through a one-stop shop system.

The CBO HR Associate is a member of the CBO team and under the direct supervision of the CBO Manager, will play an important role in delivering HR services for UN agencies thus impacting the quality of services to CBO users and the ability of the United Nations in Vietnam in its endeavor to be flexible, nimble and effective.

Early 2023, Viet Nam was selected as one of the first 6 countries globally to launch the CBO 2.0, with its scope of services to be expanded to cover 66 compulsory Tier-1 services identified by the UNSDG Business Innovation Group (BIG). The Viet Nam CBO 2.0 was launched in May 2024 requiring the provision of support to the participating UN agencies in the areas of procurement and human resources in addition to the current 53 services.

Duties and Responsibilities

Under the overall guidance and direct supervision of the Green One United Nations House (GOUNH) Common Back Office Manager (CBOM), the CBO HR Associate provides reliable HR support services to UN agencies at the GOUNH, administers and executes processes and transactions ensuring high quality and accuracy of work. The CBO HR Associate promotes a client, quality and results-oriented approach.

The CBO HR Associate works in close collaboration with the members of the CBO Management team, the OMT’s HR Working Group, HR focal points of UN agencies and relevant UN staff in the GOUNH to exchange information and ensure consistent service delivery.

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

1.Implements HR recruitment services for other UN agencies focusing on achievement of the following results:	Under the guidance of the CBOM, assist UN agencies and staff in full adherence and implementation of the Memorandum of Understanding (MoU) on the use of the common services. Ensure full compliance of HR activities with UNDP rules and policies. Implement recruitment processes in coordination with GSSC and locally with Hiring Managers that includes drafting job descriptions, providing input to job classification process, drafting vacancy announcements, screening candidates, organizing the technical test (if required), supporting and participating in interview panels, providing support for the submission of compliance reviews as per the actions delegated to the CO, verify and conduct the reference check. In coordination with Hiring Managers, submit requests and appropriate documentation to GSSC for non-delegated action Facilitate creation and update the position on UN system and association and update of positions to chart fields, in coordination with budget owners. Monitor and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments, and separations through ERP and other relevant corporate platforms. Process timely contract management actions, in close coordination with supervisors and senior management. Validate cost-recovery charges in ERP for HR services to other Agencies. Provide HR support and services to the UN system, including provision of information on personnel benefits and entitlements to UN agencies in line with UNDP policies and in coordination with GSSC as applicable. Maintain proper filing system for HR records and documents. Actively review HR services under Common Service and provide technical advice and ways forward to enhance cost efficiency and effectiveness.
2.Support HR Learning and Development:	Coordinate with the OMT’s HR Working Group to support the training/ learning and development activities Coordinate with related parties to organize the common learning sessions for all GOUNH users. Provide guidance and inputs to the other agencies on related processes Contribute to knowledge networks and communities of practice Support and organize face to face engagement activities that enhance staff well-being. Staff counselling: Arrange access to counselling services.
3.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

4. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the CBO.

5. Supervisory/Managerial Responsibilities: None

Competencies

Expected Demonstration of 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

Thematic Area	Name	Definition
HR - Talent acquisition	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 labor market, active and passive candidates internally and externally
HR- Recruitment	Assessment and selection	Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs
HR - Succession	Succession management	Ability to design and manage succession processes for key roles in the organization
HR - Learning and development	L&D design	Knowledge of adult learning principles, instructional design, learning styles, and learning programmes delivery modalities; ability to identify and design effective learning paths, programmes and initiatives
Business Management	Operations Management	Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. • Knowledge of relevant concepts and mechanisms
HR-Talent management	Diversity and inclusion	Ability to design and deliver diversity and inclusion approaches; ability to integrate diversity and inclusion considerations into the specific people and organizational strategies, policies and initiatives; knowledge of the theory and methods to mitigate biases and eliminate discrimination; knowledge of practical ways to increase participation of under-represented groups in the workforce; knowledge of inclusive workplace practices and behaviors.
Administration & Operations	Documents and records management	overall document (hard or electronic) management; registry and retention policy including storing and archiving

Required Skills and Experience

Education:

Secondary education is required.
University Degree in HR, Business Administration, Public Administration or equivalent field will be given due consideration, but it is not a requirement.
Possessing an HR Certificate is an asset.

Experience:

Minimum of 6 years (with High School Diploma) or 3 years (with bachelor’s degree) of working experience in providing HR and/or operation management at the national or international level is required.
Experience in recruitment, roster development, learning needs assessment and/or organization of learning activities is desirable.
Experience in Database management and basic analytical skills are desirable.
Experience with international or development organizations is an asset.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable.
Experience in the use of an ERP system, such as Quantum or in handling of web-based management systems is an asset.
Demonstrated experience in working and building good relationships with different stakeholders is desired.
Demonstrated good communication and negotiation skills is an asset.
Fluency in English is required.
Fluency in Vietnamese is required.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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This vacancy is now closed.