Human Resources Assistant, Fixed Term, G5, based in Addis Ababa, Ethiopia
TERMS AND CONDITIONS
JOB TITLE: Human Resources Assistant (International Staff Team)
TYPE OF CONTRACT: Fixed term, G5
UNIT/DIVISION: HR Unit
DUTY STATION (City, Country): Addis Ababa, Ethiopia
REPORTING LINE: HR Officer, or the designate
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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
ABOUT WFP
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ORGANIZATIONAL CONTEXT
This job is found in Addis Ababa Country Office. Under the direct supervision of the HR Officer –International Staff Team Lead and the overall supervision of the Head of Human Resources
JOB PURPOSE
To perform a range of HR tasks to support accurate implementation of WFP policies and procedures and facilitate the effective functioning of a client focused and strategy-oriented HR services.
KEY ACCOUNTABILITIES (not all inclusive)
⦁ Provide assistance on general HR queries and follow-up actions, to ensure consistent and high-quality HR services are delivered to international staff;
⦁ Liaise with HQ on HR-related matters, i.e. payroll, contracts, etc. and provide the necessary information in order to enable timely delivery of HR services;
⦁ Provide administrative support in various HR activities in the areas of work allocated by the professional officer including onboarding of new staff members in compliance with relevant processes and procedures.
⦁ Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards;
⦁ Draft various HR documentation required for the specific area of work (e.g. employment contracts, transfer letters, certificate of service, training-related documents, etc.) ensuring accuracy and meeting established deadlines;
⦁ Use HR management systems for entering and updating a variety of HR data including assistance in monitoring various deadlines (e.g. contract expiration, absences, performance management etc.), ensuring compliance with the established deadlines and accuracy of HR data;
⦁ Focal person for Rest & Recuperation payments and allowance payments, payments to be within the stipulated Service Level Agreement;
⦁ Support staff deployment and related administrative actions including preparation of basic reports, to facilitate efficient HR service enabling WFP to respond quickly to a crisis;
⦁ Collect and disseminate staffing statistics for International staff when requested;
⦁ Provide support in recruitment and management of international Consultants and Short-term Professionals (e.g. review documents, post vacancy announcements on WFP jobsite, screening, participation in interviews;
⦁ Monitor contract expiration date and funding for international staff and Consultants in the region.
⦁ Danger Pay Processing
⦁ Liaise with protocol unit on international staff visa related issues
⦁ Perform any other duties as assigned by the supervisor.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in Human Resources Management, Business Administration, Law, or other relevant field is an added advantage.
Experience: Secondary school education completion with a minimum of 5 years of working experience OR a bachelor’s degree with 3 years of work experience including at least two years in human resources is mandatory.
Knowledge & Skills:
⦁ Knowledge of standard office software packages, e.g. Microsoft word.
⦁ Uses tact and courtesy to give and receive information with a variety of individuals.
⦁ Good attention to detail in order to identify data discrepancies.
⦁ Ability to work to deadlines and follow clear instructions
⦁ Knowledge on finance and administration related tasks
Language: Fluency in both oral and written communication in English. Knowledge of the local language is added advantage
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:
⦁ Has managed and implemented HR policy and procedures in line with WFPs operating standards
⦁ Has conducted specific HR Services activities such as payroll administration, aspects of recruitment and interviews administration
⦁ Has provided ad-hoc guidance to less experienced staff members
⦁ Has provided briefing to new recruits as part of the onboarding process
⦁ Has gained experience working across a range of WFP contexts and with varying strategic priorities
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
DEADLINE FOR APPLICATIONS
16 November 2022
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
