Business Support Assistant (HR Staff Administration) SC4
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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
The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operating in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger.
At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.
The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
ORGANIZATIONAL CONTEXT
Since the independence in 2011, South Sudan continues to face a political crisis which manifests in insecurity associated with an economic crisis and a serious and protracted humanitarian crisis. WFP manages the largest humanitarian response in the country, reaching almost 4.9 million people in 2022. WFP also facilitates access for all other humanitarian agencies through its humanitarian air services and logistics support capacity. The Country Office encompasses approximately 1,300 employees across 15 Field offices providing assistance through the provision of vital life-saving food assistance using food distribution or cash-based transfers, school meals, malnutrition prevention and nutrition treatment activities, as well as asset creation and livelihood support.
The Country Office launches its recently developed ‘Country Strategic Plan (CSP)’ which closely links the Sustainable Development Goals and translates these into specific WFP Strategic Results, Outcomes, and Activities.
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)
1. Provide assistance on general HR queries and follow-up actions, to ensure consistent and high-quality HR services are delivered to clients.
2. Liase with other internal units/offices on HR related matters, i.e., payroll, contracts, etc. and provide necessary information in order to enable timely HR services.
3. Extract and compile HR data on staff recruitment and selection, contractual conditions, entitlements, performance and training requirements, to support analysis and reporting needs.
4. Provide administrative support in various HR activities in the areas of work allocated by the Professional Officer including on boarding of new staff members in compliance with relevant processes and procedures.
5. Maintain confidential personnel records, HR databases and archives, to ensure data and files, are accurately stored and updated in compliance with standards.
6.Draft various HR documentation required for the specific work area of work (e.g., employment contracts, transfer letters, training -related documents, etc.) ensuring compliance with the established deadlines and accuracy of HR data.
7. Use HR management systems for entering and updating a variety of HR data including assistance in monitoring various deadlines (e.g., contract expiration, PACE, etc.), ensuring compliance with the established deadlines and accuracy of HR data.
8. 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.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education.
Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Knowledge & Skills:
• Proficient in the use of office equipment and computer software packages, such as Microsoft Word, Excel and Powerpoint.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.
Language: Fluency (level C) in English language
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.
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 briefing to new recruits as part of onboarding process.
FUNCTIONAL CAPABILITIES
N/A
OTHER SPECIFIC JOB REQUIREMENTS
This section is optional to describe additional responsibilities & knowledge required for the specific job
TERMS AND CONDITIONS
DEADLINE FOR APPLICATIONS
25 January 2023
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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.
