Human Resource Associate

Organizational Context

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

Based on the UNSDCF in line with Djibouti Vision 2035 and the National Development Plan 2022-2024, UNDP Country program CPD has developed a new Country Programme for 2025-2030 focus on two pillars: Governance and Social cohesion and Economic Diversification and Resilience to climate change. The main objective of UNDP Djibouti country program is to accelerate the achievement of sustainable development goals. It tackles the interrelated challenges of development, climate risks and challenges through climate change adaptation and climate change mitigation, innovative and inclusive financing, provides assistance and resilience and seeks to reduce poverty, gender inequalities, geographic inequalities, and exclusion. It promotes environmental sustainability and resilience through integrated strategies. It supports the most vulnerable and strengthens national institutional capacities for inclusive growth, poverty reduction, prevention of violent extremism, climate action, and strengthening social cohesion. 

Position Purpose

Under the direct supervisor of the Operations Manager and overall management of the Senior Management of the office and direct collaboration with functional units within the office at the regional bureau for Arab states, the HR Associate ensures:

• Executes transparent and efficient HR services in Djibouti Office as per UNDP rules and regulations
• Promotes a collaborative, client-oriented approach and supports the maintenance of high staff morale.
• Will lead clerical and strategical tasks required by the Djibouti Office.
• 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 complex HR-related issues.
• To enhance cross functional collaboration to enable the Office to achieve its strategic goals. 

Key Duties and Accountabilities

1.)   Ensure effective administration and implementation of HR strategies and policies. 

Example of Duties:

• Ensure full compliance of records and reports with UN rules, regulations, and UNDP policies, procedures, and strategies; effective implementation of the internal controls; and proper functioning of the HR management system and practices.
• In consultation with the direct supervisor and office management, support CO HR business processes mapping, and provide input to content elaboration and update of internal HR 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 information to management and personnel on the implementation of HR policies, corporate strategies, rules and regulations, HR business processes, and proper use of contractual modalities. 
• Collect information and support to UNDP’s participation in inter-agency exercises and surveys, such as comprehensive and interim local salary survey, hardship, and place-to-place surveys, in coordination with the direct supervisor. 
• Collect information on the risk management of Country Office HR activities to proactively manage and mitigate the risk. 

2.)  Provide HR services to the UNDP Djibouti and other UN agencies, including recruitment and staffing.

Example of Duties:

• 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, participating in interview panels, providing support for the submission of compliance reviews as per the actions delegated to the Djibouti office. In coordination with Hiring Managers, submit requests and appropriate documentation to GSSC for non-delegated actions.
• Facilitate creation and update of positions in ERP (or create positions if delegated) 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, 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.
• Provide support to process benefits and entitlements delegated to the CO, as applicable and in coordination with the direct supervisor and management, such as medical evacuations, R&R, safety and security interventions.
• Maintain CO staffing table and local rosters where relevant.
• Validate cost-recovery charges in ERP for HR services provided by UNDP to other Agencies. 
• Provide assistance to the contract management, payroll, and separations in coordination with GSSC in accordance with the delegation of authority given to the CO.
• 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.

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

Example of Duties:

• Provide background information 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.
• Provide assistance to Performance Management reporting and monitoring and ensure the office meets the corporate deadlines.
• Provide input to the CO-wide Learning plan’s preparation in consultation with the Senior Management, HR Analyst, and Talent Development Manager.
• Prepare an annual leave plan to ensure business continuity and its proper implementation

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

Example of Duties:

• 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. 

Requirements:

Education

• A university degree in Human Resource, Business Administration, Public Administration, or an equivalent field will be given due consideration.
• Or Secondary education with more 6 years work experience in HR function or Administration

 Experience, Knowledge, and Skills

• Minimum of 6 years (with high school diploma) or3 years (with bachelor’s degree) of progressively responsible HR and/or administrative experience 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.
• Previous working experience in UN agencies is an asset

Language Requirements

• Fluency in French is compulsory and English working knowledge is an asset. 
• Fluency in one of the national languages of Djibouti: Arabic, Afar, or Somali.

HR services and transactions

Recruitment

Learning planning

Salary survey