1.    Organizational Context

UNDP has been working in India since 1951 in almost all areas of human development. Together with the Government of India and development partners, we have worked towards eradicating poverty, reducing inequalities, strengthening local governance, enhancing community resilience, protecting the environment, supporting policy initiatives and institutional reforms, and accelerating sustainable development for all.

With projects and programmes in every state and union territory in India, UNDP works with national and subnational government, and diverse development actors to deliver people-centric results, particularly for the most vulnerable and marginalized communities. As the integrator for collective action on the Sustainable Development Goals (SDGs) within the UN system, we are committed to supporting the Government of India’s national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet.

UNDP India’s new Country Programme (2023-2027) builds on our prior work and aims to provide an integrated approach to development solutions in three strategic portfolios:  

•     Strong, accountable and evidence-led institutions for accelerated achievement of the SDGs.
•     Enhanced economic opportunities and social protection to reduce inequality, with a focus on the marginalized.
•     Climate-smart solutions, sustainable ecosystems and resilient development for reduced vulnerability.

South-South cooperation, gender equality and social inclusion are promoted across the pillars. The programme is supported by a framework of renewed partnerships and blended finance solutions, strategic innovation and accelerator labs, and data and digital architecture.

You are invited to join a team of future-smart development professionals to support India in achieving the national and globally agreed goals. As part of the UNDP team, your focus will be to work with diverse stakeholders to find country-specific solutions that lead to sustainable development and reach those furthest behind first.
 

2.    Office/Unit/Project Description

The Human Resources (HR) unit provides support to Country Office (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.

 
3.    Job Purpose and Scope of Work (5 to 7 items only)

A.    Main Purpose:

Under the overall guidance of the Head of HR and with day to day support from HR Analyst, the HR Associate ensures execution of transparent and efficient HR services in the CO. The HR Associate promotes a collaborative, client-oriented approach and supports the maintenance of high staff morale.

The HR Associate works in close collaboration with the Programme, Operations, and project teams in the CO, and staff in GSSC and other UN Agencies to exchange information and resolve HR-related issues.

B.    Duties and Responsibilities:

1)    Ensure effective administration and implementation of HR strategies and policies.

•     Ensure full compliance of records and reports with UN rules, regulations, and UNDP policies, procedures, and strategies; effective implementation of the internal controls; and proper functioning of the HR management system and practices.
•     In consultation with the direct supervisor, support CO HR business processes mapping, and provide input to content elaboration and update of internal HR Standard Operating Procedures (SOPs) where needed in CO to supplement SOPs issued by GSSC/OHR. 
•     Provide information and guidance to personnel on the implementation of HR policies, corporate strategies, rules and regulations, HR business processes, and proper use of contractual modalities. 
•     Collect information on the risk management of Country Office HR activities and escalate to Supervisor to proactively manage and mitigate the risk.

2)    Third Party Contract and Data Management

•     Support to develop, update, and manage Standard Operating Procedures (SOPs) for third-party recruitment and contract management, ensuring alignment with HR and procurement policies.
•     Develop, standardize, and periodically revise TOR templates for third-party personnel, providing technical guidance to programme and project teams.
•     Act as a key HR liaison to strengthen coordination among HR, Procurement, hiring teams, and vendors.
•     Identify process gaps, propose improvements, and support the continuous strengthening of third-party workforce management systems.
•     Contribute to improved transparency, efficiency, and accountability in third-party staffing arrangements across the Country Office.
•     Coordinate third-party recruitment processes with hiring teams and ensure all positions are duly approved by Senior Management. 
•     Support the Hiring Unit in TOR review and finalization.
•     Oversee recruitment activities to ensure full compliance with approved SOPs, timelines, and documentation requirements.
•     Provide ongoing HR advisory support to programme and project teams on third-party recruitment modalities and workforce planning.
•     Ensure centralized and up-to-date database of all third-party personnel, including contract status, assignments, funding sources, and tenure.
•     Oversee third-party personnel movements, including onboarding, extensions, separations, and replacements, actioned by vendor in coordination with hiring units.
•     Share accurate and timely third-party staffing information with CO HR focal points and programme/project teams to support planning and reporting.
•     Oversee the clearance of the attendance by the Project Teams and payroll process by Vendor.
•     Liaise with programme/project teams to confirm availability of funds prior to salary disbursement, contract extensions, or new engagements.

3)    Implements HR Services for UNDP and for UNDP administered agencies focusing on achievement of the following results

•     Implement recruitment processes for PSA contract modality in coordination with GSSC and locally with Hiring Managers that include drafting job descriptions, providing input to job classification process, drafting vacancy announcements, screening candidates, participating in interview panels as per the actions delegated to the CO. In coordination with Hiring Managers, submit requests and appropriate documentation to GSSC for non-delegated actions.
•     Assists with all stages of recruitment processes including review of draft job descriptions, vacancy announcements, compiling matrices, screening and longlist of applications, preparing documentation required for written test/interviews, facilitating interview panels and performing the function of Secretary in interview panels, conducting reference checks, verification of academic background information, and liaising with GSSC for offer issuance, contract formalities and hiring process. 
•     Facilitate creation and update of positions in ERP (or create positions if delegated) and association and update of positions to chart fields, in coordination with budget owners.
•     Process timely contract management actions, in close coordination with supervisors and senior management.
•     Coordinate and provide information on PATEO to be updated in Quantum, collecting information from vendor(s).
•     Guide newly hired staff throughout their onboarding process to ensure a smooth and successful integration. This includes providing orientation on organizational policies and systems, providing technical assistance and ERP access, coordinating with relevant units for required access and documentation, and monitoring completion of all mandatory courses and induction activities to ensure full compliance and readiness for their roles.
•     As the recruitment focal point, provide support and guidance to the hiring unit in preparing accurate and compliant Project Organograms. This includes reviewing proposed structures, validating position titles and reporting lines, ensuring alignment with the titles and job descriptions to maintain consistency across all recruitment and organizational planning documents.
•     Facilitates the processing of personnel contracts; tracking of information related to positions, recruitment, benefits, and separations. 
•     Ensure that the Staff database is created for all new hires and updated regularly. This includes entering accurate personal, contractual, and position-related information at the time of onboarding, tracking any changes and coordinating with relevant units to verify data accuracy. Maintain the database as a reliable, up-to-date resource to support reporting, workforce planning, and HR compliance requirements.
•     Ensure that all HR trackers (recruitment, hiring trackers, separation etc.) are regularly updated by recording progress at each stage of the recruitment cycle. Maintain accurate and timely information to support monitoring, reporting, and decision-making, and coordinate with GSSC, hiring units to ensure all data reflects the most current status.
•     Provide guidance and pro-active support on the Leave Management, Performance Management. 
•     When needed support the Supervisor with the off-boarding process—including separation and exit clearance—by coordinating required documentation, ensuring timely submission of forms, facilitating communication with HR and relevant units, and tracking completion of all clearance steps to ensure a smooth and compliant separation process.
•     Maintain a robust and well-organized filing system for HR records and documents. This includes ensuring that personnel files and HR files are complete, up to date, and stored in accordance with organizational policies on system on confidentiality and data protection. Regularly review and audit files to ensure accuracy, proper categorization, and ease of retrieval, enabling timely access to information for audits, reporting, and decision-making.

4)    Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results

•     Organization and participation in trainings for the operations/programme/ projects staff on HR issues.
•     Provides support, information and follow up on learning opportunities and activities 
•     Contribution to knowledge networks and communities of practice.
•     Drafts and/or processes a variety of correspondence and other communications. 
•     Synthesis of lessons learnt and best practices in HR.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
 

4.    Institutional Arrangement

Reporting To: Head of HR 
Repotees to this position (if applicable): N/A

5.    Competencies & Minimum Qualifications of the Successful NPSA:

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

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