Clarification of expectations letter (or best practices)
to JPO and JPO supervisors
Purpose: To reconcile expectations between the JPO and the unit/office where the JPO will be working.
During the next years you will be working closely together, and as a start to your professional relationship, we would like to share with you a few best practices on how to get the most out of the experience as a JPO and as a duty station receiving a JPO. A similar letter has also been submitted to the Operations Department within your office, which covers the operational matters related to JPOs.
Professional Status of the JPOs
Under the supervision of a more senior staff member, JPOs work as international staff and are involved in the identification, design, implementation, monitoring and evaluation of the programmes supported by UN agencies. Therefore, even though "Junior" in the organisation, JPOs are not interns nor free alternative labour staff. Under the supervision of a senior staff member, JPOs work as international staff and are involved in the identification, design, implementation, monitoring and evaluation of the UN agencies-supported programmes.
This said, it is also critical that JPOs receive well-structured supervision, coaching and training organized or provided by their immediate supervisors from the time of arrival, in order to ensure their full and timely integration, operational effectiveness as well as learning.
Keep Terms Of Reference updated
A JPO is recruited against specific Terms of Reference (ToR). However, as the UN works in dynamic environments with changing priorities over time, there is a need for flexibility and the JPO's ToR might therefore change during the assignment. JPOs should be ready to discuss and accept modifications in ToRs if such adjustments are within their range of qualifications.
ToRs should be kept up-to-date and reflect the actual work focus and needs of the unit and/or office. In case of major adjustments please send a copy of the revised ToR to the JPO Service Centre.
Utilize the skills, motivation and energy of a JPO
JPOs are highly qualified and motivated young professionals and usually holders of at least one master's degree in a development-related subject. The highest gains of the JPO Programme are achieved when the skills and competencies of the JPO are utilized to their fullest.
Most JPOs have Programme Officer or Programme Analyst as their title which refers to the type of tasks they perform. In this respect it is important to underline that JPOs are qualified to perform functions comparable to those of national and international programme officers. In addition to programme management duties, an increasing number of JPOs are designated as focal points for UNDP practice areas.
Ensure that learning is part of the job
Since JPOs are young professionals with maximum three-four years of working experience, learning is an important part of their assignment. Therefore JPOs have a duty-related donor-funded travel and training allowance (DTTA) making it possible for them to participate in relevant seminars, workshops, courses, work-shadowing, etc. Priorities for use of the allowance are to be discussed and agreed with supervisors
For most JPOs this assignment is the first contact with the UN system and a general introduction briefing by the country office/duty station will enable the JPO to contribute to the priorities of the office. Such a briefing should include the office set-up, working structures, country programme and thematic priorities as well as the nature of partner and government cooperation in the country, including the national implementation structure, etc.
Supervise and guide the JPO
In order to enable the JPO to make a substantive contribution to the work at the duty station, the JPO should receive supervision, guidance and coaching by his/her immediate supervisor from the very beginning of the assignment.
In addition to this some duty stations have also had great success with an informal buddy programme, where JPOs "pair up" with an experienced colleague for practical support and assistance.
Document goals in the RCA
JPOs are subject to performance assessment by UNDP’s Results and Competency Assessment (RCA) (RCA) within the same timetable (from 1 Feb. to 31 Jan.) as all UNDP staff members. The RCA includes performance planning, monitoring, and evaluation.
If the JPO arrives in the middle of the RCA period we would still recommend that an RCA is completed and discussed. The shorter evaluation period should then be taken into consideration when establishing and evaluating goals.
Request extension of the JPO's contract
Approximately 8-9 months into the contract the JPO Service Centre will ask the JPO and the supervisor to complete in an Annual Evaluation Form and submit it to the JPO Service Centre to request an extension of contract. Based on the evaluation, the JPO Service Centre will request the donor government for approval of the extension.
Use of the Duty-related Travel and Training Allowance (DTTA)
The duty-related travel and training allowance (DTTA) is provided by the sponsoring Government for work-related activities, such as participation in seminars, workshops, round-table discussions at national, regional, sub-regional and/or international level, etc.
The DTTA is an allocation made by JPO-sponsoring countries on an annual basis and is available only during the donor-funded period of the JPO assignment. The amount of the allocation per annum is donor-specific and subject to change.
The DTTA is normally not used to cover the expenses of a) university courses or degrees, b) PPO Course (programme policy and operations induction course), c) language courses, d) IT courses, e) field trips to project sites. If in doubt, please consult with the relevant Human Resources Associate at the JPO Service Centre for more details.
Only those accounting entries, which have been communicated by the JPO Service Centre, would be accepted as valid charges to the respective JPOs' DTTA budget. Management of the DTTA account is decentralized to the country offices, including the monitoring of the amount available. It is incumbent, however, on the senior management of the country office to ensure that only those training/ learning activities, which are relevant to the JPO assignment, are authorized.
Role of the UNDP JPO Service Centre
The JPO Service Centre is an outpost of the UNDP's Office of Human Resources, which is part of the Bureau of Management. The JPO Service Centre was relocated to Copenhagen in 2001.
The JPO Service Centre is at the hub of the UNDP and other UN agencies' JPO Programmes. It acts as the focal point with donors on day-to-day human resources matters, including JPO recruitment, selection, placement and reassignment as well as on a variety of financial and administrative issues.
Each Duty Station has a focal point at the JPO Service Centre. To find out who your Human Resources Associate focal point is, please click here.
Accrued annual leave
Please note that the JPO must utilize all accrued annual leave days within the contract period as those cannot be commuted to cash.
JPO Orientation Checklist
Pre-arrival
- Identify focal point/mentor/supervisor with experience, to coordinate arrival of the newcomer.
- Establish direct contact with newcomer upon receipt of confirmation from the JPOSC.
- Organize an induction-training programme and prepare training package.
- Set up newcomer's work area/office, including furniture, computer, printer, access to e-mail/Internet, etc.
Day of arrival
- Meet UNDP staff (introduction) and show newcomer around at UN compound.
- Introduction/meeting with RR, DRR/P, DRR/O.
First few days
- Discussion with immediate supervisor about the job to undertake.
- Country Introduction Package.
- Review and schedule introduction meetings within the office, with the UN System and the various national counterparts.
- Collect relevant materials according to his/her TOR.
First two weeks
- Unit meetings with concerned Programme Officers.
- Introduction to programme management and general UNDP CO procedures (CCA/UNDAF/Country Programme Document, ROAR, programme/NEX manuals etc).
- Hold regular meetings with direct supervisor to guide and monitor the induction and progress of the newcomer in his/her assigned area of work.
Two months after arrival
- Review progress with office management (RR, DRR etc.) as appropriate.
- Update/amend TOR together with the newcomer, if appropriate. Any substantial changes have to be agreed with the respective donor Government through the JPO Service Center.
- Discussion with immediate supervisor to establish the first step of the RCA (work priorities, etc.).
- Prepare a detailed individual work plan (optional) in coordination with Unit work plan.
- Prepare a learning/training schedule, including the use of DTTA.
One year after arrival
- Submit to the JPO Service Center a copy of the JPOs RCA and an Annual Evaluation Report. Please note that the JPO Service Center will not be in a position to request an extension without an annual evaluation report, which is required four months before expiration of appointment so that the JPO Service Center can submit to the donor country concerned a request for extension, in a timely fashion.