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Recent developments and options for the future by Vitaly Vanshelboim, Chief of JPO SC

Recent developments and options for the future by Vitaly Vanshelboim, Chief of JPO SC. General. One-stop shop concept implemented All replies to queries from stakeholders within a max of 72 hours

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Recent developments and options for the future by Vitaly Vanshelboim, Chief of JPO SC

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  1. Recent developments and options for the future by Vitaly Vanshelboim, Chief of JPO SC

  2. General • One-stop shop concept implemented • All replies to queries from stakeholders within a max of 72 hours • A take-over of all financial/ admin functions from NY was completed. All financial reports will now come from Copenhagen, a few months earlier. • Improved administrative procedures: clearances, LPs • Regular professional staff in European offices • Conducted, on a pilot basis, several regional workshops. New concept is being tested.

  3. General • Four client surveyswere conducted online, involving donors, COs, JPOs, HQs bureaux and UN agencies. The level of dissatisfaction with our services was less than 1%. COs without JPOs were not included. • Global Staff Survey (for JPOs – most critical) • Global Staff Survey (breakdown by CO) • A Critical Path Analysis project was finalized, the workflow and chain of approvals got streamlined.

  4. Policy • A number of policy documents on JPO Programme were completely revamped or introduced: • sample TOR • DTTA guidelines • annual and terminal evaluation forms • standard cost estimate • JPO orientation checklist • "Tips" to COs on JPO IOV-related common mistakes, etc. • Country office visits. • Work shadowing exchanges.

  5. Policy • Some 50% of our donors agreed to fund a one-day orientation briefing in Copenhagen for the JPOs en-route to their new duty station. • A 24-hour hotline was established to deal with urgent matters: critical counseling, security incidents, medical evacuations, etc. • A mentoring programme has been initiated, on a pilot basis, with some 50 JPOs participating. • Counseling: PPO courses where HRAs will conduct one-on-one meetings, workshops, telephone.

  6. Policy • Life Insurance policy • COB on the last day of the month • ALD options • MoUs with 17 donors re-signed. • Publications • Regular updates

  7. Policy • New donors: Australia, Monaco, La Francophonie • MRC • Negotiations ongoing with 42 prospective donors • Other UN and non-UN agencies • Private sector, etc.

  8. ICT •  The website was further developed, now available in 3 languages and offering a plethora of relevant information to various stakeholders. In particular, a number of self-service features were added. The number of visitors to the website has increased from less than 10,000 in the last quarter of 2001 to about 80,000 (or about 650,000 clicks) in the first quarter of 2003. • An online database of former JPOs was increased to 1,700 names, paving the way for the launch of a mentoring programme and an alumni association.

  9. ICT • A customer relationship management system (paperless office + much more) was implemented, representing a pilot for UNDP. • An online recruitment system was implemented, automating the entire recruitment cycle. • An application was developed offering protected online access to salary statements. • An application was created letting donors make calculations as to cost of assignment in a given duty station.

  10. ICT • Applicant roster for potential candidates. • Talent Management Roster for current and former JPOs. • An electronic newsletter was instituted. • An electronic signature project was implemented. • An online offer package project was fine-tuned.

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  12. Client Surveys • How would you rate the change in quality of services provided by the JPO SC after the move from New York to Copenhagen in July 2001?

  13. Electronic filing of emails, telephone calls, files, tasks

  14. Emails are automatically filed based on email address

  15. Immediate sharing of files • Access from anywhere through Internet • Safeguarding data through SecureID

  16. Search all files Security

  17. Country Office enters new TOR • When submitted an email is automatically send to JPO SC • JPO SC clears TOR

  18. Once cleared by JPO SC an automatic notification email goes to the appropriate Regional Bureau • Regional Bureau endorse and prioritize the TOR

  19. Once endorsed and prioritized by Regional Bureau it is visible for donor countries

  20. Applicants can online apply for a JPO assignment • Before entering an application they will have to go through a screening for eligibility

  21. Once having passed the screening, you are asked to select what post (s) you are applying for.

  22. Applicant will enter data in the UNDP standard application form. Once submitted you receive an auto generated email with password.

  23. Current and former JPOs can submit a general application for a development assignment in the Talent Management Roster Recruiting organisations can apply for permission to search the Talent Management Roster

  24. Recruiting organisations can search the Talent Management Roster by various criterias

  25. Select criterias and get an immediate estimated overview of cost

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