The Ugandan Jobline

• Ensure full compliance of
  HR recording and reporting systems in line with UNFPA rules and
  regulations in coordination with senior management of the CO, UNFPA
  Headquarters and UNDP Country Office
• Review policy changes from
  headquarters, and brief the senior management on the feasibility and
  appropriateness to local conditions
• Implement an effective
  internal control mechanisms and proper functioning of the HR management
  system
• Map CO HR business
  processes and elaborate on the content of internal Standard Operating
  Procedures in HR management
• Provide advice and
  information on corporate strategies, changes in personnel rules,
  contractual modalities, entitlements and change management processes
• Ensures an effective
  administrative system in country office focusing on  achievement of the following  results:
• Adapts processes and
  procedures, anticipates and manages operational requirements of programme/
  project inputs under national execution in terms of personnel,
  sub-contracts, equipment, fellowships, study tours, and other programme
  and project-related events to facilitate programme/ project delivery.
• Prepares and monitors the
  administrative budget and ensures financial transactions are in accordance
  with UNFPA financial rules and procedures. Proposes procedures to improve
  internal controls and efficiency and respond to audit issues.
• Implements corporate
  systems and applications in support of the management of management of
  assets, security, and human resource management and country office
  operations, creates systems and mechanisms for effective management of
  UNFPA resources, and advises and trains project staff.
• Implement corporate
  systems to improve the procurement processes for the office and Integrated
  Field Support in procuring project equipment, supplies and services;
  recommends procurement decisions for management’s consideration.
  Contributes to the smooth running of the office by ensuring provision and
  maintenance of services and supplies following-up processes and ensure an
  up-to-date inventory and records of assets/file.
• Reviews and prepares
  material for common system activities relating to common services and
  premises, cost recovery, privileges and immunities, entitlement and salary
  surveys, security etc.
• Organization and
  coordination of comprehensive and interim local salary, hardship and
  place-to-place surveys in coordination with the supervisor.

• Organize and implement
  recruitment processes for staff, including drafting job description,
  provision of input to job classification process, preparation of vacancy
  announcement and advertisement, screening of candidates, participation in
  interview panel and preparation of its proceedings/minutes, and preparation
  of recommendations to senior management on each recruitment case
• Prepare required
  recruitment submissions to the Compliance Review Board
• In co-ordination with
  UNDP, determine the entitlements of national staff in accordance with
  UNFPA policies and procedures; prepare their contracts and related
  documents for the newly recruited staff (Fixed-Term and Service Contracts)
• Create/Update positions in
  Atlas (UNFPA global HR system); link positions to COA and update COA
  information; set up vendor; perform the functions of Admin.HR/Position
  Administrator and Absence Processor in Atlas; follow up timely with
  finance staff on Global Payroll issues
• Monitor and track all
  transactions related to positions, recruitment, benefits,
  earnings/deductions, retroactivities, recoveries, adjustments and
  separations through Atlas
• Maintain and update the CO
  staffing table and the CO organizational chart
• Maintain and update the
  personnel files with all required documentations
• Maintain attendance and
  leave records
• Follow up on all national
  staff contractual status and ensure appropriate and timely actions for
  renewals of contracts, promotions, within-grade increments, and
  performance evaluations
• Ensure job descriptions
  for all posts are up-to-date, properly recorded and duly classified
• Undertake visits to
  sub-offices to provide personnel service training and support supervision
  to establish and/or review systems and procedures for compliance with
  policies and procedures; and prepares reports and recommendations
• Maintain and update roster
  of qualified candidates by skills/functional areas for long and short-term
  assignments
• Prepare contracts for
  consultants, in consultation with related program staff and ensure all
  requirements and supporting documentation are on files, and captured in the
  consultants monitoring tool; liaise with the program staff on the
  implementation of and payment for the consultancy contracts and ensure
  evaluation reports are finalized in ATLAS at the end of the consultancy
• Prepare routine
  correspondence and special reports as required on general administration
  or specialized tasks that may be of a confidential nature within the area
  of HR responsibility
• Liaise with other UN
  resident agencies in the implementation of the UN caring for us policy
• Liaise with CO security focal
  point and UN security advisor on issues related to staff security

• Facilitate and monitor the
  performance appraisal processes and maintenance of the related documents
  on files
• Monitor potential staff
  relations or personnel problem areas and keep senior management informed
  of situations and recommends courses of action
• Provide on-going
  counselling on HR issues to all categories of staff
• Ensures facilitation of
  knowledge building and knowledge sharing in the CO focusing on achievement
  of the following results:
• Participate in preparation
  of the office Training Plan and support staff in developing individual
  learning plans in consultation with the senior management and supervisors
• Arrange and prepare
  induction/briefing material and provide briefing and orientation to the
  newly recruited staff on personnel and administrative procedures and
  requirements (payments, opening of bank accounts, and the like)
• Organize training sessions
  on HR issues for all staff; advise and inform all staff on the correct
  application and interpretation of UNFPA personnel policies and procedures
• Organize annual staff
  retreat
• Synthesize and document
  lessons learnt and best practices in HR

• The ideal candidate for
  the United Nations UNFPA Human Resources/Admin Analyst job opportunity
  should hold a Master’s Degree or equivalent in HR, Business
  Administration, Public Administration or related field.
• Professional experience at
  the national or international level in providing Administrative/Finance
  and HR advisory services and/or managing staff and operational systems an
  advantage.
• Previous experience in the
  usage of computers and office software packages (MS Word, PowerPoint,
  Excel, etc) and experience in handling of web based management systems and
  a good command in Atlas is an asset
• Extensive knowledge and
  understanding of the UN system in general and especially UNFPA mandate,
  its policies and operations and current development topics and political
  issues in Uganda an added advantage.
• Language: Excellent
  oral and written communications and editing skills in English; Fluency in
  national language of the duty station and Knowledge in other UN languages
  is an asset.

• Shares knowledge and
  experience and contributes to UNFPA practice areas
• Develops deep
  understanding in HR Management
• Promotes a learning
  environment in the office
• Actively works towards
  continuing personal learning and development in one or more practice
  areas, acts on learning plan and applies newly acquired skills

• Ability to provide
  analytical inputs to strategic planning, results-based management and
  reporting
• Ability to lead
  recruitment, contracts management, performance appraisal, career
  development management, , maintain high staff morale
• Ability to make the
  analysis of requirements and parameters provided in support of HR
  processes in the CO
• Strong IT skills,
  knowledge of Atlas is required
• Ability to implement new
  systems (business side) and affect staff behavioral/ attitudinal change

• Focuses on impact and
  result for the client
• Leads teams effectively
  and shows conflict resolution skills
• Consistently approaches
  work with energy and a positive, constructive attitude
• Demonstrates strong oral
  and written communication skills
• Remains calm, in control
  and good humored even under pressure
• Demonstrates openness to
  change and ability to manage complexities
• Responds positively to
  critical feedback
• Solicits feedback from
  staff about the impact of his/her own behavior

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