JOB DESCRIPTION JUNIOR PROFESSIONAL OFFICER P-2 … · JOB DESCRIPTION JUNIOR PROFESSIONAL OFFICER...

Junior Professional Officers (JPOs) CF/AI/2001-003 of 25 January 2001

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JOB DESCRIPTION

JUNIOR PROFESSIONAL OFFICER

Post (IMIS) No.: Grade: P-2 Post Title: Executive Officer CCOG: Organization Unit: Office of the Executive Director UNICEF Code: Duty Station: New York Classification Result:

Duration of Appointment: 2-3 years JD Prepared:

SUPERVISION: Direct supervision by: Babita Bisht, Executive Manager, P4, post # During absence of 1st reporting officer, supervision will be provided by Yoka Brandt, Deputy Executive Director, Partnerships, ASG, post # Supervision to be given (what & how): Daily supervision will be provided by the Executive Manager and, particularly during the first months of the assignment, tasks and deliverables will be continuously discussed to achieve clear understanding of expectations, requirements and processes to be followed; to provide feedback and opportunity for exchange; and to identify the areas of interest of the JPO to gear tasks towards those areas in as much as possible and workload permitting. There will be continuous opportunity for direct guidance to be given by the DED, Partnerships, as well participation in meetings and events which the DED chairs or attends. PURPOSE OF THE POST:


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Under direct supervision of the Executive Manager, and with general guidance of the DED Partnerships, the incumbent is responsible for efficient executive support service to the Office of the DED Partnerships and for directly supporting the Executive Manager in efficiently managing the work of the office of the DED Programmes. MAJOR DUTIES, RESPONSIBILITIES AND OUTPUT EXPECTATIONS

No. & %

Major Duties and Responsibilities Output (Achievement) Expected

30% Planning & Operations

Establish, maintain and update the planning tools which support the work of the office of the DED Partnerships;

Draft documents as required, consult with and/or coordinate input from relevant Divisions as necessary to ensure quality and accuracy of end-product.

Support organisation and preparation of key meetings – agendas, background documents and actions.

Attend meetings involving the Deputy Executive Director with senior staff and external counterparts, capture action and/decision points and/or monitor follow up actions as necessary.

Support preparations for DED’s travel in liaison with relevant offices in HQ or the field.

The office of the DED, is managed efficiently and effectively by the team.

30% Correspondence and daily briefings

As directed by the Executive Manager, review against established criteria incoming daily correspondence, for action, review or

The review and approval process of routine daily transactions is strengthened and both speed and quality increased.


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inclusion in daily briefing materials.

Where appropriate, correspond on behalf of the DED, or, draft correspondence for the DED’s review.

Update log and action monitoring table of approval processes.

20% Research, prepare drafts of briefing notes and

contribute to the drafting of documents, such as policies, in consultation with relevant Division as necessary.

Review key documents and decision memos for the DED’s approval.

Scan key issues and developments of relevance for DED’s office.

Manage the social media outreach for DED.

The review and clearance process of the DED is well informed; the quality of documents issued by the DED are of high quality.

10% In close consultation with all members of the office of the DED, and with the direct support of the senior executive assistant, contribute to improving an internal user-friendly electronic filing system for the office of the DED Programmes to be maintained by the senior executive assistant.

Disseminates information, reports etc…from meetings and ensures follow up action are taken where required

Improved information and knowledge management and sharing.

Qualifications and experience

Education: University degree, preferably advanced, in public affairs, social sciences, international relations, public administration, law or other related discipline.


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Work experience: Desirable two years of relevant work experience in a professional capacity in public affairs, international development cooperation or international relations. Working in international settings desirable. Language: Fluency in English and another UN working language. Required Skills/Competencies:

Good writing and computer skills.

Tact, discretion and political sensitivity.

Ability to work in a pressured environment.

Ability to work effectively in a team.

Good organization and management skills to manage often conflicting and urgent priorities under pressure.

Learning Elements The learning plan will be elaborated upon arrival of the JPO. Daily supervision by the Executive Manager and frequent interaction with the DED comprise a large part of the learning opportunities. Structured briefings and interaction with line Divisions - within the partnership cluster and also with other Divisions to understand their activities, programmes, policies and procedures and how it impacts on UNICEF’s work will also provide critical learning opportunity. After the 2-3-year assignment the JPO will be able to:

Demonstrate knowledge of the dynamic development landscape and UNICEF’s engagement to drive the children’s agenda. .

Demonstrate understanding of UNICEF’s mandate linking headquarters, regional and regional and country level engagement.

Background information/Programme Outline/History:


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(Please insert the

n/a Organizational Structure: To be provided

Living Conditions and Working Environment: The post is duty stationed in UNICEF’s New York Headquarters, in the Office of the Executive Director. The work is primarily office based.

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UNITED NATIONS CHILDREN’S FUND

GENERIC JOB DESCRIPTION Professional Post

IMIS Post Number: Case Number: Post Title: Human Resources Officer (JPO) Post Level: Existing: New Proposed: P-2

Generic Job Code: 1OPR2C IMIS JD Number: ICSC CCOG Code: 1A06D UNICEF Code: Date Classified: Classified Level:

Section/Division: Global Service Centre, Duty Station: New York, Headquarters Human Resources Services and Systems, Division of Human Resources

Signatures: This is to certify that the contents are correct and complete and that the duties and responsibilities described are required in the organizational unit for the proper accomplishment of the functions.

Mr. Bandjougou Magassa, HR Manager, GSC/HRSS Supervisor: Name and Title (Signature) Ms. Corine Faletto, Chief, HRSS Head of Section: Name and Title (Signature) Mr. Richard Bridle, Director, DHR Head of Division: Name and Title (Signature) Date Prepared: 01 November 2013

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1. Organizational Setting:

a. Reports to (Indicate post to which this position reports to by job title and level):

Human Resources Manager, Global Service Centre/HRSS (P-4), IMIS#

b. Responsibility for Work of Others (Indicate the title, level and number for whose work the post is responsible): Title Level Number None.

c. Organization Chart (Show the immediate section where the post is located, as well as the supervisor, subordinates and all other related posts. Only the officially approved organization chart should be used.):

Chief HRSSP-5

HR Manager, GSCP-4

HR SpecialistP-3

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-5

Senior HR Assistant (SME)GS-7

HR OfficerP-2

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-5


HR OfficerP-2

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-6

HR AssistantGS-5


HR Officer (JPO)P-2

Adminstrave Assistant

GS-5

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2. Purpose of the Post (Statement of overall post accountability):

Under the guidance and coaching of the Human Resources Manager, Global Service Centre/HRSS, the incumbent provides support in oversight and quality assurance functions. This will ensure that the management and administration of benefits and entitlements of over 3,000 international staff worldwide and 300 local staff at headquarters, as well as relevant systems meet state of the art standards. This will more specifically entail setting-up and managing robust monitoring and reporting systems, as well as reviewing and improving work processes to ensure adequacy with procedures and conformity with rules and policies.

3. Major Duties and Responsibilities (Describe in order of importance what incumbent does and how. Do not exceed more than 10-12 major duties. Indicate the percentage of time devoted to each duty or responsibility. Do not include duties of less than 5%.):

Percentage

25 1. Provides support in the continuous review/analysis of work processes, standard operating procedures, and in monitoring compliance with current rules, policies and systems. Propose corrective measures and improved processes and procedures as necessary.

25 2. Under the direction of the HR Manager, contribute to the design, implementation and evaluation of various HR Management systems (on-boarding, Employee Self-Service, Off-boarding etc.). Assist in the monitoring the effective functioning of these systems, analyze bottlenecks in processes and make recommendations to the supervisor for improvement.

20 3. Assist the HR Manager in oversight functions, especially ensuring proper, accurate and correct administration of benefits and entitlements to all international staff worldwide and GS staff at Headquarters. This requires frequent contact with staff and managers at various levels, as well as tact in handling sensitive issues.

10 4. Provide support in the review and analysis of HR Administration cases, including participating in relevant meetings. This entails conducting research and analysis as appropriate, and will ensure consistent and equitable application of human resources administration within the Global Services Center.

10 5. Assist the HR Manager in the design, implementation, monitoring and evaluation of internal performance appraisal mechanisms, and in promoting management excellence practices in the section by ensuring accountability, customer service orientation.

10 6. Undertakes other tasks/duties as required or as assigned by the supervisor.

4. Working Conditions (Do the duties of this post involve frequent traveling or unusual

conditions or is it an office-based post?): Post is office-based with possible travels to Country Offices and Regional Offices.

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5. Impact and Consequence of Error: a. Describe the type of decisions regularly made and the impact of those decisions.

Makes recommendations on the appropriate application and interpretation of personnel-related rules, regulations, policies and procedures, as well as on work priorities, which affect the efficient delivery of personnel services in the office and the well-being of staff members.

b. Describe the type of recommendations regularly made and why they are important. Makes recommendations regularly on the interpretation and application of personnel rules, regulations, policies and procedures involving complex personnel matters. Such recommendations affect the overall management of the office, as well as the well-being and morale of the staff.

c. Describe the most damaging error(s) that could be made in the performance of the job

and their consequence(s). Errors in interpretation and application of personnel rules or inappropriate advice to staff members would result in delays in the recruitment of staff, cause unnecessary corrections in the processing of matters and may result in damaging the image and credibility of the office management, staff morale and misuse of organizational resources.

Errors in incorrect data entry into SAP-HR Payroll will lead to incorrect payment of entitlements to staff, resulting in under or over-payment and recoveries to staff.

6. Independence (Describe the degree of direction of management guidance the incumbent

receives from the immediate supervisor (e.g. incumbent exercises judgment, takes initiative, etc. under minimal supervision): General supervision is provided by the Human Resources Manager, GSC. Incumbent is expected to be familiar with the field of work and therefore is expected to exercise initiative, establish work priorities, follow up actions, and ensure accuracy of work.

7. Guidelines:

a. Indicate which guidelines are required for performing the duties of the post (rules, regulations, policies, procedures, practices, precedents, manuals, instructions, etc.) UN Staff Regulations and Rules and Personnel Directives UNICEF HR Administrative Manual (HR Manual) UN/UNICEF Administrative Instructions and Circulars on personnel, administrative and financial matters UNJSPF Regulations and Rules

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Case histories, precedents and UNCS approach UNICEF budget policy and procedure manual UNICEF Core Commitment for Children UNICEF training guidelines and procedures Medical Insurance Plan (MIP) and other medical plan Job Classification standards Security Manual VISION SAP HR & Payroll i-Learn

b. Describe the degrees to which interpretation of and deviation from existing guidelines

are permitted, and the authority to propose or establish new guidelines. Work regularly requires analysis and interpretation of personnel rules, regulations, procedures and policies. For instances not covered by established guidelines, post requires initiative and independent judgment. For instances where guidelines are not very explicit, incumbent expected to conduct research and discuss options with the supervisor.

8. Work Relationships (Indicate both the purpose and level of contacts within and outside

UNICEF in order to perform the work effectively.):

Contact Frequency Purpose Internal: Representative/HR/Operations Officers in the Field (RO/CO) and at Headquarters

F

Coordination and decision on personnel matters

DHR Business Partners F Recruitment purposes and HR matters

HQ/Regional Office HR staff F For advice and follow up on HR matters

External:

HR/Administrative Officers, UN agencies

F

Collaboration on common matters

UN Examining physicians O Discussion of medical issues

External applicants O Discussion on employment, benefits and entitlements

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9. Qualifications and Competencies required to perform the duties of the post: a. Academic qualifications (Indicate the level of formal education and/or training and

field of specialization required.): University degree in social sciences or other relevant disciplines (human resources, business administration, international relations, psychology, etc). Additional relevant professional training in human resources or project management would be an advantage.

b. Work Experience (Indicate the length and type of practical experience required at the national and international levels.): Two years of relevant professional work experience, at international level, in the field of Human Resources or Personnel Management. Work experience in the field of business analysis or work process redesign in an international organization is desirable.

c. Languages (Indicate the language requirements.):

Fluency in English and another UN language (French or Spanish) desired.

d. Competency Profile (For details on competencies please refer to the “UNICEF Professional Competency.”)

i) Core Values (Required) Commitment Diversity and Inclusion Integrity

ii) Core Competencies (Required) Communication [II] Drive for Result [I] Working With People [II]

iii) Functional Competencies (Required)

Analysing [II] Applying Technical Expertise [II] Following Instructions and Procedures [II] Planning and Organizing [I] Relating and Networking [I]

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iv) Technical Knowledge a) Specific Technical Knowledge Required (Technical knowledge requirements specific to the job can be added here as required.)

Benefits, entitlements and compensation methodologies Business analysis concepts and methodologies Work process redesign methodologies Job Classification Guidelines

b) Common Technical Knowledge Required

UN Staff Regulations and Rules and Personnel Directives UNICEF HR Policy & Procedures Manual (PAM) and rules and

regulations, Administrative Instructions and Circulars UNICEF Financial rules and regulations, Budget policies, procedures,

guidelines and instructions UNICEF training guidelines and procedures Field Security Manual Use of corporate office computer system applications and software,

including LAN, email, word processing, spread sheet, database, and telecommunications.

c) Technical Knowledge to be Acquired/Enhanced

UN mission and system; International Code of Conduct UN policies and strategy to address international humanitarian issues and

the responses UN Security practices and guidelines UN guideline on sexual exploitation and abuse by UN staff and partners Emergency programme policies, goals, strategies and approaches Emergency operations practices and guidelines UNICEF Mission and UNICEF Guiding Principles UNICEF programmatic goals, visions, positions, policies and strategies Rights-based and Results-based approach and programming Global human rights issues, specifically relating to children and women,

and the current UNICEF position and approaches UN common system approach and harmonization in HR UNICEF's HR vision, goals, strategies and policies UNICEF HR Policy & Procedures Manual (PAM) and rules and

regulations, Administrative Instructions and Circulars Case histories and precedents in HR areas Staff welfare and rights of staff members Organization design, HR planning, Staffing Strategy Recruitment/Selection/Placement Job Classification Guidelines Compensation Rules Benefits Administration (MIP, Van Breda, UNJSPF)

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Organizational change management (Fast change, Culture Management, Strategic organizational initiator)

Career and Staff development Learning/Training Performance Management Staff Relations HR technology and systems

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