Human Resources Section 1 April 2008

Background Moving from “PERSONNEL DEPARTMENT” to “HR DEPARTMENT” The HR section at UNITAR was established in May 2007 Its mandate is to participate in the strengthening and rationalization of UNITAR’s organizational structure through coherent and transparent management of personnel 2 HR staff have been assigned to the new section

Key Functions Overall policies and specific rules applying to UNITAR Recruitment Strategy Planning Selection, Recruitment and Appointment Promotion Staff Development and Career Support

Key Functions (continued) Performance Evaluation and Management Staff Relations Record keeping of all personal data Administration of staff benefits and entitlements Staff welfare

Overall Policies and Specific Rules Applying to UNITAR’s Management Responsibility Autonomy for Personnel Related Matters The staff of the Institute is appointed by the Executive Director UNITAR staff are members of the UN but they are not members of the UN Secretariat Appointments are limited to service with UNITAR

Autonomy for Personnel Related Matters (continued) UNITAR has the approval function for all human resources related matters except classification pending a decision from OLA UN Staff Rules and Regulations apply to UNITAR

Organisational Chart Is the document corresponding to the Strategic Plan, the skeleton of UNITAR’s future structure Posts will be filled gradually depending on the availability of funds

Categories of Personnel at UNITAR Regular staff under 100, 200 and 300 series 39 staff, 23 females and 16 males, average age 42 years Fellows 5 categories of which: 2 remunerated (32 Training/Research Assistants, Associates and Advisers) 3 non-remunerated (12 Associated Fellows, Correspondents and Full-time Senior Fellows) Specific Terms and Conditions of Appointment for each category, available on the x drive and can be consulted at any time

Categories of Personnel at UNITAR (continued) Contractors with service contracts Consultants / Individual contractors 198 consultancy contracts issued in 2007

Categories of Personnel at UNITAR (continued) Interns 8 interns in 2008, 6 females and 2 males, average age 26.6 years SYNI collaborators 3 SYNI collaborators, 2 females and 1 male, average age 33.3 years 93 regular staff and collaborators with contracts for at least 6 months of which 44 females and 49 males, average age of 43.5

Functional Titles The same unique title corresponding to the function and job classification must be used in the: LOA daily correspondence business cards specific terminology for titles to better reflect the specific mandate and activities of the Institute Exceptions approved by the ED

Succession Planning It is the process of identifying and preparing suitable, talented employees to replace key staff within an organization as their terms expire or if they decide to leave the organization Mentoring Training Job rotation Talented employees are retained and smooth transitions are ensured in case of retirement or separation of personnel

Recruitment Strategy Planning Job analysis to determine the job description and the level of skills/technical abilities, competencies - Generic Job Profiles Skills-gap analysis to assess and identify the current and evolving expertise and skills and related gaps

Recruitment Strategy Planning (continued) Competency profile Internal consultative process to identify key functional domains of competence required at UNITAR Competency framework To be developed through an internal research programme Organizational culture The personality of the organization: “what is done, how it is done and who is doing it”

Selection, Recruitment and Appointment New posts must be authorized by the Executive Director Posts must be classified through the Job classification system Rank-in-job approach adopted by the UN system

Selection, Recruitment and Appointment (continued) All new posts are filled through a transparent competitive selection process and reviewed by the Appointment and Promotion Board Recruitment procedures are available for consultation under HR Fellows will constitute an essential reservoir to fill new L positions to be opened at UNITAR

Promotion Principles Circular AC/UNITAR/2008/03 Promotion recommendations made by the Supervisors to Human Resources should be reviewed by the APB and approved by the Executive Director

Promotion (continued) Appointment and Promotion Board (APB) Established in February 2008 through circular AC/UNITAR/2008/02 as a special joint body to: advise the Executive Director on the appointment and promotion of personnel at UNITAR review proposals for new policies, procedures review any changes in entitlements in managing contracts of the remunerated collaborators

Staff Development and Career Support Circular AC/UNITAR/2007/10 Add.1 promulgates the rules applying to staff development Enhancing Human Capital is Priority 2 of the Strategic Plan The training budget for 2008 is 150 000 USD (1% of the overall UNITAR budget) 66% allocated for collective courses 34% allocated for individual UN and external courses and training at the out-posted offices

Staff Development and Career Support (continued) The objective as set out in the HR Budget document is to have 2 courses by staff member per year The following collective training courses will be organized for UNITAR: effective public speaking, knowledge management, training of trainers, management and leadership; conflict resolution; team building exercises Serious and coherent efforts must be made for the training and enhancing its Human capital

Performance Evaluation and Management Circular AC/UNITAR/2007/8 Equitable, transparent and measurable system of performance management UNITAR will conduct an annual performance appraisal

Staff Relations “Standards of Conduct for the International Civil Service” All staff members have the right to be treated with dignity and respect and to work in an environment which fosters professional respect and courtesy, free from abuse, harassment and intimidation of all kinds

Record Keeping of all Personal Data The Personnel records are kept locked in an HR’s office and have a very restricted circulation Staff members currently in active status have the right to review their Official Status files normally once a year The request needs to be made in writing. The file is never sent out of the HR office for reviewing

Administration of Staff Benefits and Entitlements Salaries and related allowances Pension Annual and Special leave (Home leave and Family leave) Dependency allowance Rental subsidy Education grant

Administration of Staff Benefits and Entitlements (continued) Language Scheme Assignment grant Relocation grant Mobility and Hardship Scheme Separation from service Security matters

Staff Welfare “Work/Family Agenda” available under the x drive Organizations must innovate personnel policies and practices to facilitate the reconciliation between work and family responsibilities “Work/Family Agenda” available under the x drive More to come

Information Flow Human Resources Management is important in contributing to develop a working culture X drive must be user-friendly, informative and consistent Information must be shared to ensure increased and improved communication within UNITAR

At Your Service The HR section is not a decision-making unit at UNITAR Do not be angry with the messenger when the answer is negative The new Human Resources section is now operational and will improve gradually, with everyone’s understanding and support

Marina Vasilescu Chief HR Section Office A510 / IEH1 Thank you!