Organization: UNDP – United Nations Development Programme
Location: Dakar | Panamá | Istanbul | Copenhagen | Addis Ababa | Bangkok | Amman
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Operations and Administrations
Human Resources
Administrative support
Banking and Finance
Closing Date: 2024-08-05
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.
UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent, and accountable. As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) and established a Global Shared Service Center (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses, and fixed assets), advisory and support services to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. Human Resources services within the GSSC was set up earlier in 2003 in Copenhagen and it provides customized service packages to more than 40,000 UN personnel from agencies, funds, and programmes across the UN System. GSSC/HR in Copenhagen has established a legacy as a major Human Resources administration center within the United Nations and is recognized as a center of excellence. The Global Shared Service Center (GSSC) is part of the Bureau for Management Services (BMS).
In the area of Human Resources, the GSSC supports both staff and management in UNDP offices and units, with the full cycle of HR services ranging from recruitment, talent management, learning and development, HR policy and advisory services, benefits and entitlements management, payroll, and banking transactions.
Based in Copenhagen, the GSSC HR/Operations team provides operational interlocutor support from an HR, administrative and operational perspective to the main pillar of GSSC departments which provide GSSC services to clients and partners. It acts as an efficient and client-oriented “go-to” team for implementation of services and activities. The Operations Team is, amongst others, responsible for delivery of services related to financial management, procurement, inventory and asset management, travel and logistics as well as human resources management and protocol services. This back-office support is provided to GSSC colleagues serving in Copenhagen and in the regional locations: Addis Ababa, Amman, Bangkok, Dakar, Istanbul and Panama City.
Under the overall guidance of the Director, Global Shared Services Centre (GSSC) and direct supervision of the HR Analyst (Operations),the HR/Finance Associate ensures execution of a wide range of transparent and efficient operational services, to locally recruited GSSC staff in Copenhagen and in the regional locations as well as other UN agencies staff, execution of financial processes and transparent utilization of financial resources; and implementation of procurement services and processes for GSSC. The HR/Finance Associate works in close collaboration with multiple other GSSC teams, other UNDP units in the UN City Copenhagen and GSSC in the regional locations as well as with other UNDP and UN entities for resolving operational (finance, HR, logistical, procurement, travel and administrative) issues and information exchange.
The key results have an impact on the overall execution of operational (finance, HR, logistical, procurement, travel and administrative) functions, and success in implementation of corporate strategies and policies, contributing to retention of highly competent, diverse and versatile workforce, aiming to provide professional services to clients.
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.
Duties and Responsibilities
1) Ensures implementation of finance and operational strategies, adapts processes and procedures focusing on achievement:
Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow-up; implementation and support of an effective internal control framework.
GSSC finance business processes mapping and elaboration of the content of internal Standard Operating Procedures on finance related matters in consultation with the direct supervisor and office management.
Maintenance of the internal expenditures control system which ensures timely processing of invoices and that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum.
Ensures timely processing of travel claims, F10 claims and related administrative actions
Timely corrective actions on unposted invoices such as for invoices with budget check errors, match exceptions, unapproved invoices, etc.
Maintenance of the Accounts Receivables for projected income and follow-up on contributions, deposits creation in Quantum and their application to AR pending items.
Timely VAT reimbursements.
Support office management on recurring annual cooperate exercises such as Mid-year certifications, Annual Representation, Financial closure and more.
2) Ensures administration and implementation of operational, HR strategies and other practices and policies related to local staff focusing on achievement of the following results:
Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework.
Business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in consultation with the direct supervisor and management team.
Advising staff and management on strategies, rules and regulations, contributing to the review and revision of guidelines relating to local staff.
Promoting collaborative, client-oriented approach, resulting in higher staff confidence in unit administration and thus maintaining high staff morale.
3) Provide HR Services and organization of logistics services focusing on achievement of the following results:
Implementation of recruitment processes, including vacancy announcements, screening of candidates and organization of interview panels, primarily with short term capacities such as interns, consultants, pro-bono etc.
Administration of certain recurring payroll tasks such as overtime, banking, etc.
Ad hoc HR tasks, as applicable such as support of large-scale office projects.
Setting up suppliers.
Organization of travel requests, including purchase of tickets, travel arrangements in the Quantum Travel Module, DSA calculation and payment, and liaise with traveller and related partners
Mission travel visa facilitation, logistical support to office visitors, etc.
Conference facilities arrangements, logistical support to office events.
Management of GSSC mail and DHL service delivery.
4) Organizes procurement processes and ensure proper control of GSSC assets focusing on achievement of the following results:
Micro-purchase processes in and outside of Quantum for GSSC
Implementation of the internal control system which ensures that invoices are duly prepared and processed. Timely corrective actions on invoices with budget check errors and other problems.
Creation and update of suppliers in Quantum.
Daily asset management and coordination with GSSC asset management focal points.
Preparation of inventory reports.
Implementation of inventory and physical verification control.
Support on related audit exercises.
5) Ensures facilitation of knowledge building and the knowledge sharing focusing on achievement of the following results:
Organization of trainings on administrative issues.
Synthesis of lessons learned and best practices in HR and operations.
Sound contributions to knowledge management networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the office and the organization.
Supervisory/Managerial Responsibilities: None
Competencies
Core Competencies:
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:
Finance / Accounting (General):
Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
Administration & Operations / Inventory management:
Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.
Administration & Operations / Travel policy and procedures:
Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel and related matters
Business Management / Digital Awareness and Literacy:
Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
Business Management / Knowledge Generation:
Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
Business Management / Change Management:
Ability to prepare, support, and help individuals and teams in designing and implementing organizational change.
Business Management / Customer Satisfaction / Client Management:
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Ability to anticipate client’s upcoming needs and concerns.
Required Skills and Experience
Education:
Secondary education is required.
A university degree in Human Resource, Finance, Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.
Experience:
A minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of progressively responsible HR and/or Finance 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.), advanced knowledge of spreadsheets and advanced knowledge of web-based management systems such as ERP is desirable.
Experience in handling web-based management systems and ERP HR and Finance module experience, especially Oracle/Quantum is desirable.
Prior experience and good knowledge of local administrative procedures is an asset.
Experience applying UNDP HR Policies and Procedures, UN Staff Regulations, and administrative rules and regulations is preferred.
Language requirements:
Fluency in English is required.
Fluency in the national language of the duty station (Danish) or other UN working languages would be an asset.
Disclaimer
Important applicant information
Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.
All posts in the GS categories are subject to local recruitment.
Only short-listed candidates will be notified.
There may be a possibility to also source for any short-term NPSA6 vacancies in GSSC HR Operations Team in Copenhagen, if and as applicable.
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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