Human Resources Associate
Organization: UN WOMEN – United Nations Entity for Gender Equality and the Empowerment of Women
Location: Dar es Salaam (Tanzania)
Grade: GS-6, General Service – No need for Higher Education – Locally recruited position – Administrative support
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Occupational Groups:Women’s Empowerment and Gender Mainstreaming
Human Resources
Administrative support
Closing Date: 2020-06-07
BACKGROUND
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
United Nations in Tanzania is a One UN Pilot, implementing UN Reform through Delivering as One (DaO) with twenty UN agencies operating under One Programme – the UN Development Assistance Plan (UNDAP), UNDAP I (2011-2016) and UNDAP II (2016-2021). Through UNDAP, UN Women supports its partners in implementing and monitoring the international and regional agreements on women’s rights and developing capacity to integrate gender equality into national and regional development strategies, laws and policies. UN Women contributes to results in five of the ten UN Programme Working Groups with staff based in Dar es Salaam, Dodoma and Zanzibar.
Under the technical guidance of the Regional HR Business Partner in HQ and the daily supervision of the Operations Manager, the Human Resource (HR) Associate is responsible for administratively and logistically supporting the recruitment and placement, administration of benefits and entitlements of staff and local external contractors, other HR administration issues and separation of personnel.
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DUTIES AND RESPONSIBILITIES
1.Administer and implement HR strategies and policies in CO in full compliance with UN Women rules, regulations, and HR policies and guidelines
- Provide general, standard information to the management and staff on HR strategies, rules and regulations;Identify ways in which the administrative needs can be met within existing policies; interpret processes and procedures, anticipate and manage operational requirements;
- Prepare written response to queries concerning HR related matters.
- Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications; maintain files/records, monitor deadlines;
- Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements, and renewal of UNLPs and visas;
- Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas;
- Facilitate responses to audit findings and recommendations;
- Assume overall responsibility for leave management; record management;
- Process payment, and administer entitlements for international staff as delegated; validate and coordinate local payroll and related issues;
- Facilitate staff separation process;
- Create/update entries of vendors, PO and Receipts in ATLAS system.
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3. Facilitate and coordinate recruitment processes in full compliance with UN Women rules, regulations, and HR policies and guidelines
- Draft job descriptions and vacancy announcements; assist in reviewing and processing requests for classification;
- Screen candidates and facilitate and participate in interview panels as necessary;
- Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB);
- Prepare position establishment, liaise with headquarters and assure that action is completed;
- Provide regular recruitment status reports;
- Provide advice to local recruitment in programmes/projects when necessary.
- Monitor compliance with the performance appraisal review in the office and staff learning and development;
- Facilitate the preparation of Office learning plan and individual learning plans in consultation with the HR Business Partner
- Maintain and update internal database and files on administrative HR matters in a confidential and secure manner;
- Generate a variety of standard and non-standard statistical and other reports from various databases;
- Update position data in Atlas, association of positions to chart fields (CoAs), update of CoA information and setting up vendors.
- Organize training courses, workshops, information sessions, orientations and consultations for staff;
- Provide a synthesis of lessons learnt and best practices in HR administration;
- Liaise with HR headquarters in HR administration and staffing to disseminate information on a variety of HR matters.
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COMPETENCIES
Core Values:
- Respect for Diversity
- Integrity
- Professionalism
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Functional Competencies:
Ability to administer and execute administrative processes and transactions;
Ability to handle information of a confidential nature;
Ability to provide inputs to business processes re-engineering, implementation of new systems;
Good quantitative skills; ability to produce reports;
Strong IT skills.
REQUIRED SKILLS AND EXPERIENCE
Education:
Completion of secondary education is required.
Bachelor’s degree in HR, Business or Public Administration is an asset
Experience:
At least 6 years of relevant experience in office administration and/or human resource management;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management system
Language Requirements:
Fluency in English and Swahili is required
Knowledge of the other UN official working language is an asset.
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Submission of Applications:
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=558. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.
Application Deadline : 07-Jun-20 (Midnight New York, USA)
CLICK HERE TO APPLY
Training Programme (ICLD-UNCDF ITP)
Background
The United Nations Capital Development Fund (UNCDF) makes public and private finance work for the poor in the world’s 47 least developed countries. With its capital mandate and instruments, UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development.
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UNCDF’s financing models work through three channels: inclusive digital economies, connecting individuals, households, and small businesses with financial eco-systems that catalyse participation in the local economy, and provide tools to climb out of poverty and manage financial lives; local development finance, that capacitates localities through fiscal decentralization, innovative municipal finance, and structured project finance to drive local economic expansion and sustainable development; and investment finance, that provides catalytic financial structuring, de-risking, and capital deployment to drive SDG impact and domestic resource mobilization. By strengthening how finance works for poor people at the household, small enterprise, and local infrastructure levels, UNCDF contributes to Sustainable Development Goal-SDG 1 on eradicating poverty and SDG 17 on the means of implementation. By identifying those market segments where innovative financing models can have transformational impact in helping to reach the last mile and address exclusion and inequalities of access, UNCDF contributes to a broad diversity of SDGs.
The Swedish International Centre for Local Democracy (ICLD)
The Swedish International Centre for Local Democracy (ICLD) is part of Swedish development co-operation. Its purpose is to promote local democracy in low and middle-income countries. For the ICLD, strengthening local democracy principally concerns strengthening local institutions and the work of these promoting equality, participation, transparency and accountability. The ICLD operates with existing local institutions and authorities and combines collaboration with local ownership of programmes that reflect the challenges faced by partners. The focus of Swedish development co-operation partnerships is on combating poverty using a rights-based approach. This approach to alleviating poverty is multi-dimensional and includes people’s ability to influence their own lives and development, particularly at the local level. The operations of ICLD therefore form a central plank in combating poverty and promoting sustainable local democracy and development. The Swedish Association of Local Authorities and Regions, Lund University and the Region of Gotland are the parent bodies for and constitute the board of the ICLD.
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The International Training Programme (ITP)
The ICLD –UNCDF ITP has been designed to address the capacity challenges faced by local governments in southern and eastern Africa in discharging their critical roles and responsibilities as the key entry points and platforms for integrating sector and multi-stakeholder inputs into coherent interventions that support sustainable local development, poverty reductions and the realisation of the Sustainable Development Goals and beyond. Several local governments in the region, and indeed in the whole of Africa have significant administrative and technical responsibilities decentralised to them without the requisite resources and competencies enabling them to fully discharge these responsibilities. This results in unfunded mandates. There is also abundant evidence that most, if not all countries in Africa, despite their level of decentralisation, are faced with the problem of lack of adequate absorptive and generative capacity in the local government sector. The local government delivery gap is huge and requires urgent attention.
Objectives of the Assignment
The ICLD-UNCDF ITP – “Public Financial Management and Local Economic Development” is a joint venture between the UNCDF and ICLD. Its main objective is to foster institutional change through capacity building and individual learning in several areas relevant to local development in the participating countries namely Tanzania, South Africa, Uganda, Zambia and Botswana. It will draw from the experiences of ICLD, UNCDF’s programmes and of the participating countries within the framework of a facilitated collaborative learning process using the International Training Programme (ITP) methodology. The ITP methodology is designed to facilitate capacity development for middle or senior level managers as change agents that drive institutional and policy reform processes.
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The main focus will be Municipal Asset management, Digitalization of Municipal systems and business processes, Localization of the SDG’s, Public Procurement and Financial management, Credit Worthiness for Municipalities, Innovation in Local Governance, PPP (Private-Public-Partnerships), Attracting and supporting SMME’s, Exploring Alternative ways of financing local authorities, Local revenue enhancement, Gender Responsive Participatory budgeting, and Climate Smart Investments. The programme will also foster individual learning in several areas relevant to Public Financial Management and Local Economic Development. After completing the programme, the participant is expected to:
• Understand and be able to use relevant tools in public financial management;
• Use relevant tools for promotion of Local Economic Development;
• Understand and use relevant tools to profile and implement Municipal Asset Management plans;
• Be able to identify areas for digitalization in Municipal systems and processes;
• Master different approaches to explore alternative ways of financing Municipal Development;
• Understand how to establish and build Public Private partnerships for local development
• Be able to support SMEs and Partnerships with the Private Sector
• Understand and utilise gender enabling approaches to local development
• Understand how to develop and implement Climate Smart Investments
• Credit worthiness for Municipalities
Duties and Responsibilities
Scope of Work
UNCDF and ICLD seek to recruit five National Mentors (one for each country) for the International Training Programme (ICLD-UNCDF ITP) – “Public Financial Management and Local Economic Development”. The applicant must be a national and a resident of one of the countries (i.e. South Africa, Uganda, Tanzania, Zambia and Botswana)
Accordingly, the specific roles and responsibilities to be performed by the mentors under the ICLD and UNCDF ITP are as follows:
Provide support to participants in thinking through and shaping the content of their change projects consistent with the stated scope and purpose of the ICLD-UNCDF ITP;
Develop a template and/or plan to guide the participants in undertaking their change projects through planned interactive sessions to be determined between the designated mentor and their participants;
Produce and submit quarterly and Final progress reports to the Programme Management of the ICLD-UNCDF ITP focusing, inter alia, on progress made by participants on their change projects, identified content related weaknesses and administrative and operational challenges and recommending specific corrective actions to be taken;
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Participate in the preparation and inform the content and structure of critical reflection and final reporting sessions or workshops in order to track, support and improve the capacity of participants in managing their change projects generally and adding value to programme content, design and management;
To act as a pool, repository and sounding board for technical knowledge, assistance and advise in developing platforms to upscale and mainstream the ICLD-UNCDF ITP into national
and regional frameworks for sustainable human skills development in the local government sector;
Participate in the different meetings during the training organised by the programme management of UNCDF and ICLD.
Conduct at least 2 visits in the municipalities and provide a report
Co-host sessions held in the mentor’s own country, deliver a lecture and facilitate workshops on mentor’s areas of expertise throughout the training
Below is detailed schematic road map complete with specific areas of interventions during the different phases of the ICLD-UNCDF ITP and the amount of time allocated for each component and should be used as a guide to the work of the designated mentor.
Programme Structure
The International Training Programme (ITP) “Public Financial Management and Local Economic Development” consists of the following six phases:
Phase 1: Inception meetings – where sponsoring institutions, selected participants, national mentors and programme management meet to develop a shared understanding of the content, structure, methodology and management of the programme. The inception phase is also an opportunity for participants to be grounded in the logical framework approach to anchor the change projects.
The inception meetings are held in the home countries of the participants.
The mentor shall meet with the programme management team prior to the inception workshop with participants and sponsoring institutions to develop a shared understanding of the programme. In addition, they shall attend the inception workshop and facilitate change projects. (development of 3 days)
Phase 2: Mentoring and documentation – this first phase of mentoring involves intense interaction among participants and their national mentor focusing on the change projects. The participants must be able to work on their change projects for a minimum of 8 hours/week during this phase. Each team can expect to get 3 hours of mentoring from the national mentor during this phase.
The mentor shall provide the programme management team with a work plan and dates for the physical meetings. The ideal time for these can be during any of the intermediary phases. After such physical meeting, a report (in accordance with the report template) describing the agenda, discussion and result shall be submitted within a week. The Mentor shall help the participants to align their change projects with national priorities and strategies. (2 days)
Phase 3: Training in one of the participating Countries (Follow-up workshop) – this consists of a series of lectures and study visits covering all the modules that address the thematic areas of the programme. This phase will take place over a period of one week. The learning process will be facilitated by a team of resource persons from academia and practitioners from relevant institutions.
The mentor will attend the training for 4days, acting as resource persons, and provide a summary report on their participants’ progress (4 days)
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Phase 4: Mentoring and documentation – this phase of mentoring involves intense interaction among participants, their national mentor and sponsoring institutions focusing on the change projects and their implementation. The participants must be able to work on their change projects for a minimum of 8 hours/week during this phase. Each team can expect to get 4 hours of mentoring from the designated mentor during this phase.
The mentor shall provide a report on the progress, nature and prognosis for each participant’s change project. The mentor should also indicate the project’s alignment with national policy objectives as well as those of the ITP. (3 days). Note that physical meetings described above may well happen during this phase.
Phase 5: Training in Sweden – This consists of a series of lectures and study visits covering all the modules that address the thematic areas of the programme. This phase will take over a period of two weeks. The learning process will be facilitated by a team of resource persons from academia and practitioners from relevant national and sub national institutions mainly from Sweden.
The mentor shall familiarise themselves with the curriculum of this Phase in Sweden and work with participants to finalise their Change Projects and identifying specific issues that the participants should address during the training. (1 day). Participants and the mentor will prior to the Swedish phase decide on how participants shall communicate their learning during this phase to the mentors.
Phase 6: Mentoring and documentation– the phase of mentoring involves intense interaction among participants, their national mentor and sponsoring institutions focusing on the change projects.
The participants must be able to work on the projects and the documentation for at least 8 hours/week during this phase. Each team can expect to get 4 hours of mentoring from the designated mentor during this phase.
The mentor shall provide a report on the progress, nature and prognosis for each participant’s change project. The mentor should also indicate the project’s alignment with national policy objectives as well as those of the ITP. (2 days). Note that physical meetings described above may well happen during this phase.
Phase7: Country field visits – these field visits build on the previous phases and entails critical reflections on progress made, challenges faced, and lessons learned from implementation of change projects and documentation. Each team should expect at least 2 visits from the mentor. UNCDF will participate fully in the field visits while ICLD will attend some of the visits but the mentor is responsible for early planning and making the arrangements.
Phase 8: Mentoring and documentation– the phase of mentoring involves intense interaction among participants, their designated mentors and sponsoring institutions focusing on the change projects. The participants must be able to work on the projects and the documentation for at least 8 hours/week during this phase. Each team can expect to get 4 hours of mentoring from the designated mentor during this phase.
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The mentor shall provide a report on the progress, nature and prognosis for each team’s change project. During this phase the mentor will assist and guide participants in creating their reports of the project for the Final Workshop. The mentor should also indicate the project’s alignment with national policy objectives as well as those of the ITP. (2 days)
Phase 9: Final Workshop. This phase entails presentations at a regional workshop reflecting on the learning outcomes and implications for organizational and policy change for the sponsoring institutions and participating countries. It is also an opportunity to recognize and appreciate sponsoring institutions and award certificate to the participants. The documentation of the projects shall follow a special template provided by the programme organizers.
The mentor will provide input for the planning of the workshop to the Programme Management Team, participate as resource persons and write a final report on the ITP including an assessment of each team’s engagement and Change Project from their respective country. (4 days)
Deliverables
Inception Report highlighting the themes and objectives of change projects within two weeks after the inception workshop
Regional Workshop Report highlighting the progress on change projects within two weeks after the Regional workshopField Visit
Reports highlighting progress on change projects within two weeks after the field visits
Final workshop Report within two weeks after the graduation of the participants
Competencies
Excellent drafting and writing skills as well as strong analytical aptitude, communication and presentation skills are required;
Good interpersonal skills and excellent team working ability;
Ability to work independently, manage time, scheduling and logistical issues;
Be an effective advocate of and able to articulate an agenda for policy, organizational and process change;
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Should demonstrate leadership, interdisciplinary team working and coordinating skills and the ability to work under pressure to meet changing deadlines;
Sensitivity to diverse opinions and difficulties arising from differing social and cultural perception
Required Skills and Experience
Education
At least a master’s degree, preferably in development economics, public policy and administration, or other relevant socioeconomic sciences and/ or development studies, mandatory.
Experience
At least Seven (7) years’ experience working in local government administration and management, and development studies related to policy development and management, regional and urban planning and sustainable local development, mandatory;
Very good understanding of issues related to social and economic development, municipal financing, climate change, food security, decentralization, local government, gender equitable local development, local government finance, governance and accountability and policy and institutional change management processes as key components of a capacity development agenda;
Research & development skills, including baseline surveying, gender-sensitive, interdisciplinary and multi-scale analyses as well as policy research and evidence-based policy development.
Having a strong track-record in publications of work, i.e. technical, policy-and development-oriented publications, is an advantage;
Good understanding of national development and local government administration and management discourse in a developing country context generally and in southern Africa is essential.
Previous similar experiences in mentoring/supervising learners and preparing change projects and supporting the participants to institutionalize the change projects
Language Requirements
Excellent command of written and spoken English, mandatory.
Application and Evaluation Process
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Note: This consultancy is open only to the nationals of South Africa, Tanzania, Uganda, Zambia and Botswana. All other candidates will NOT be considered for the assignment.
Application Process
All applications must contain the following information:
a) Duly accomplished Letter of Confirmation of Interest and Availability;
b) Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and the names of at least three (3) professional references (e-mail addresses, telephone numbers);
c) Brief description of why the individual considers him/herself as the most suitable for the assignment;
d) Signed Financial proposal for professional fees.
This assignment is strictly limited to nationals of the countries mentioned above. As such, UNCDF expects applicants to this assignment to submit proposals based on prevailing consultancy rates in the domestic market.
Templates for the above are available at http://procurement-notices.undp.org/view_file.cfm?doc_id=29916).
If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNCDF under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNCDF.
Evaluation process
Applications will be rated on both technical and financial submissions. The following selection method will be used: Highest rated proposal using the combined scoring method, which assigns the weight distribution between the technical and financial proposals. The overall combined score will be 100, where weight distribution shall be 60% for the technical and 40% for the financial proposal.
Step 1: Screening
Applications will be screened and only candidates meeting the following minimum criteria will progress to the pool for shortlisting:
Education: A master’s degree, preferably in development economics, public policy and administration, or other relevant socioeconomic sciences and/ or development studies;
Seven (7) years’ experience working in local government administration and management, and development studies related to policy development and management, regional and urban planning and sustainable local development;
Language: Fluent in English (Written and Oral);
Mandatory submission of CV.
Step II: Shortlisting by Desk Review
UNCDF and ICLD will conduct a desk review to produce a shortlist of candidates based on the following:
Criteria for Technical Evaluation (100 points maximum)
Previous similar experiences in mentoring learners and preparing change projects and supporting the participants to institutionalize the change projects – 30 points;
Experience working in local government administration and management, policy development and management, regional and urban planning, municipal financing, climate change, food security, decentralization, local government, gender equitable local development, governance and accountability – 30 points;
Very strong research & development record, including baseline surveying, gender-sensitive, interdisciplinary and multi-scale analyses as well as policy research and evidence-based policy development and publications – 30 points;
Having a strong track-record in publications of work, i.e. technical, policy-and development-oriented publications, is an advantage– 10 points.
Only candidates obtaining a minimum of 60 points on technical will be considered for financial evaluation.
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Step III: Financial Evaluation:
The following formula will be used to evaluate financial proposal: Lowest priced proposal/price of the proposal being evaluated x 40%.
Step IV: Contract award
The contact shall be awarded to the applicant whose offer have been evaluated and determined as:
Responsive/compliant/acceptable vis-à-vis the requirements of the TOR and the project operating environment; and
Having received the highest score out of a pre-determined set of weighted technical (60%) and financial (40%) criteria.
Additional Application Information
Individual consultants and individuals employed by a company or institution are welcome to apply.
Any individual employed by a company or institution who would like to submit an offer in response to a Procurement Notice for IC must do so in their individual capacity (providing a CV so that their qualifications may be judged accordingly).
P11 form will be required at the time a consultant signs an Individual contract (IC).
UN Personal History form (UN PH11) can be downloaded from: http://sas.undp.org/documents/P11_Personal_history_form.doc;
General Terms and Conditions for ICs is provided; here: http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf
Please note that UNDP jobsite system allows only one uploading of application document, so please make sure that you merge all your documents (if any in addition to CV or P11) into one single file.
UNCDF is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
If you are experiencing difficulties with online job applications, please contact uncdf.procurement@uncdf.org
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Application Deadline : 05-Jun-20 (Midnight New York, USA)
CLICK HERE TO APPLY
