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.
I-Background and Organizational Context
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.
II-Position Purpose
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.
III-Key Duties and Accountabilities
1) Ensure administration and implementation of HR strategies and policies
- 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.
IV-Requirement
Education
- 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.
Experience, Knowledge, and Skills
- 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.
Competencies
| |
| Core |
| 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.
| Competency | Definition |
| Show Managerial Courage | - Face up to organizational and people problems
- Not be afraid to take decision and action when and as neede
- Not hold back anything that needs to be said, respectfully and diplomatically
- Address conflict in a timely manner, not allow conflicts in teams linger
- Help others through emotional or tense situations, tactfully bringing disagreements into the open and finding solutions all can endorse
|
| Demonstrate Empathy and Emotional Intelligence | - Genuinely care about people; demonstrate empathy with joys and pains of others
- Enable the wellbeing of the team(s)
- Read a group’s emotional currents and power relationships, identifying influencers, networks, and organizational dynamics; adapt leadership styles at the appropriate times
- See the positive in people, situations, and events
|
| Motivate and Direct | - Create and communicate a compelling vision and purpose
- Align people and resources with organizational vision, strategy, objectives
- Understand and proactively builds the team/organization culture
|
| Build an Enabling Workplace | - Create a working environment where people are engaged and want to do their best; empower and enables team members to perform and have a positive workplace experience
- Promote honestly, openness, trust and psychological safety and create opportunities to innovate and learn
- Recruit and promotes individuals based upon objective measures and meritocracy; acknowledge and utilise the talent of others Encourage collective action and integration
|
| Build Capability | - Identify and develop talent in individuals, providing positive support to enable them to achieve their potential
- Foster learning or development of others by giving feedback, guidance, and support; support career development of others
- Have willingness and ability to delegate to help people learn, including from failure
|
| Manage Performance and 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
|
| Lead with Humility | - Be authentic and transparent, act with integrity
- Be accessible and available to team members they lead
- Encourages debate and discussion, creating a culture where people are comfortable to challenge senior leaders and feel listened too
- Be modest, giving credit for success to others and admit own shortcomings
|
Cross-Functional & Technical competencies
| Thematic Area | Name | Definition |
| Business Development | Knowledge Facilitation | - Ability to animate individuals and communities of contributors to participate and share, particularly externally
|
| 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
|
| Business Management | Working with Evidence and Data | - Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
|
| HR | 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 | 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
|
| HR | Managing Compensation and Benefits | - Ability to design compensation plans which are aligned to current and future organization needs and market conditions; knowledge of and ability to apply the ICSC compensation methodologies and principles. Knowledge of and ability to design benefits-related processes, programmes, and tools, including benefit enrolment and amendments
|
| HR | L&D 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
|
Keywords
Performance management
Career management/development
Recruitment
Learning planning
HR transactions
Disclaimer
Please (apply)/(complete the P11 form) in French or English. Applications in another language will not be considered.
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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