Human Resources Associate

The United Nations Development Programme (UNDP) has been present in Sao Tome and Principe since 26 March 1976.  The UNDP Country Office (CO) has been closely working with the Government of the Democratic Republic of Sao Tome and Principle towards the Sustainable Development Goals.  The current UNDP Country Programme Document (2023-2027) focuses on the following priorities: (1) Inclusive social systems, (2) Climate action, natural resource management, and energy, (3) Green and blue growth, and (4) transparent and accountable institutions.  The CO therefore ensures that robust staffing and capacity exist to support implementation of the programme priorities and delivery of the results.     

The Human Resources (HR) unit provides support to 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.

Under the overall guidance and supervision of the Deputy Resident Representative, and direct supervision of ARR-O, the HR Associate provides leadership in execution of the full range of CO HR services ensuring their transparency and integrity. The HR Associate promotes a collaborative, client-oriented approach and promotes the maintenance of high staff morale.

The HR Associate may supervise and lead support staff in the HR Unit. The HR Associate 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 exchange information and resolve HR-related issues.

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.

• Ensure full compliance of HR recording and reporting systems with UN rules and regulations, and UNDP policies, procedures, and strategies; effective implementation of internal controls; and proper functioning of the HR management system.
• Support CO HR business processes mapping and elaboration of the content of internal HR management Standard Operating Procedures (SOPs) where needed in CO to supplement SOPs issued by GSSC/OHR. Adapt processes and procedures where necessary to meet the needs of CO. 
• Provide advice and share information on corporate strategies, changes in rules and regulations, implementation of HR policies, proper use of contractual modalities, application of benefits and entitlements, workforce planning, position management, job classification, performance management, personnel needs and wellbeing, career development and other HR related matters.
• Collect information and provide support to UNDP’s participation in inter-agency exercises and surveys, such as comprehensive and interim local salary, hardship, and place-to-place surveys, in coordination with the direct supervisor.
• Coordinate and provide HR support to the UN-system.
• Advise on the risk management of Country Office HR activities to proactively manage and mitigate the risk. 

 2) Ensure effective administration of CO human resources recruitment and staffing processes.

• Organize recruitment processes in coordination with GSSC and Hiring Managers that includes drafting job descriptions, providing input to job classification process, drafting vacancy announcements, screening candidates, participating in interview panels, and submission of compliance review cases as per the actions delegated to the CO. In coordination with Hiring Managers, submit requests and appropriate documentation to GSSC for non-delegated actions.
• Provide advice on recruitment in UNDP projects and facilitate recruitment at the request of partner agencies.
• Facilitate creation and update of positions in ERP, and association and update of positions to chart fields, in coordination with budget owners.
• Follow up with Finance staff and GSSC on Global payroll issues.
• Monitor and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivity, recoveries, adjustments, and separations through ERP, in coordination with GSSC as applicable.
• Maintain the CO staffing table and administer CO local rosters where relevant.
• Validate cost-recovery charges in ERP for HR services provided by UNDP to other Agencies.
• Initiate contract management, payroll, and separations in coordination with GSSC in accordance with the delegation of authority given to Country Office.

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

• Facilitate the performance and talent management processes and maintain related data acting as Secretary to formal CO management groups responsible for collectively reviewing and discussing CO staff performance, talent, and development needs.
• Participate in preparation of the CO-wide Learning plan in consultation with the Senior Management, and Talent Development Manager.  

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

• Organize training for the operations and projects staff on HR issues.
• Provide input for the co-creation of a local onboarding plan, leveraging corporate resources.
• Share information with personnel on corporate learning and development initiatives, systems, and platforms in coordination with the Talent Development Manager.
• Synthesize lessons learned and best practices in HR.
• Make sound contributions to knowledge networks and communities of practice. 

  5) Ensure participation on UN related surveys focusing on achievement of the following results

• Collection of information and preparation of reports for comprehensive and interim local salary, hardship and place-to-place surveys.
• Participation in the work of Local Salary Survey Committee.

• Secondary education with specialized certification in HR is required.
• A university degree in Human Resources, Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible HR and/or administrative experience at the national or international level is required.
• 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 is an asset.
• At least 3 years of sound experience in managing recruitment, compensation and staff contracts will be an asset. 
• Demonstrated experience in good understanding and application of the HR practice in an organization of the United Nations system/ Development sector is desirable. 

Language Requirements

• Fluency in French and/or English is required.
• Fluency in Portuguese, the national language of the duty station is required for local staff.

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

Cross-Functional & Technical competencies 

Performance management

Career management/development

Recruitment

Learning planning

HR transactions