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WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

ABOUT WFP

Job Title: Business Support Assistant (HR)

Grade: 5

Type of contract: Special Service Agreement Contract (SSA)

Duration: 11 months

Duty Station: Suva, Fiji

Vacancy Number: 829781

Date of Publication: Thursday 05 October 2023

Deadline of Application: Thursday 19 October 2023

This vacancy announcement is for Nationals from Fiji

BACKGROUND AND PURPOSE OF THE ASSIGNMENT

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.

ACCOUNTABILITIES/RESPONSIBILITIES (not all-inclusive)

Reporting to the Country Director, the Business Support Assistant (HR) will be responsible for the following duties (not all-inclusive).

KEY RESPONSIBILITIES

Business Support Assistant responsibilities:

• To coordinate a wide range of business support services for a the PMCO Management.
• Manage liaison activities that cover outreach to various UN agencies in the country and the pacific.
• Follow-up on requests for CD/DCD participation on events and conferences, liaising with organizers of events and conferences and preparing and compiling all relevant documentation.
• Liaise with RBB for CD/DCD interventions and participation in High Level Consultations.
• Liaise within PMCO for all required meetings, Monthly Management Meetings and other All Staff and ad-hoc meetings to plan and schedule a calendar of meetings.
• Maintain relationships with a range of individuals through provision of business support and assist in information sharing and service delivery to PMCO staff.
• Collate information for inclusion in reports, documents, and correspondence, to support the effective work of other staff. Manage and maintain records and databases, to ensure information is organized and readily available for staff.
• Respond to standard queries and provide timely and accurate guidance and share associated documentation.
• Organize clearances from CD/DCD/OIC on routine administrative and financial actions requested by various functional areas.
• Contribute to improvement of business procedures and processes.
• Any other tasks allocated by the Management.

HR responsibilities:

• Respond to general HR queries and follow up actions in line with the applicable rules and regulations, to ensure consistent and high-quality HR services are delivered to clients.
• Contract management and benefits administration – monitor contract expiry, renewal and applicable entitlements and benefits are timely administered and ensure actions are timely processed; a range of HR documentation e.g. employment contracts, appointment/extension/ separation actions/training-related requirements are initiated and accurately drafted in line with policies and procedures by the established deadlines.
• Prepare monthly payroll, ensure correct application of health insurance and dependency benefits, calculate, and verify overtime and maintain attendance and leave records by the established deadlines.
• Perform recruitment activities in alignment with WFP corporate direction and the Pacific MCO priorities. Coordinate and deliver a full range of end-to end recruitments from planning, working with hiring managers to understand their needs, provide advices on WFP HR policies and procedures on recruitment, drafting vacancy announcements, sourcing, screening, coordinating tests, organizing interview panels, acquiring hiring manager’s and panel assessments and conducting reference checks.
• Recommend options for local candidate sourcing approach to generate good gender balanced candidates’ pipeline and roster as well as other creative avenues for job search.
• Provide guidance and briefing of staff on WFP mandatory trainings, learning and development tools and systems and provide on-the-job training to other staff on Performance management and other HR areas to support their development and increased knowledge of HR systems and procedures required to perform their duties.
• Extract and compile HR data on staff recruitment and selection, contractual conditions, entitlements, performance and training requirements, to support analysis and reporting needs.
• 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.
• Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in Human Resources, Industrial Psychology, Business/Public Administration, or related fields is an advantage.

Experience:

• At least 5 years of progressively responsible experience in human resources and administration in a global/multinational organization.
• Work experience in HR operations service delivery would be an added advantage.
• Experience in analysing HR information & reports is desirable.
• Two years of work experience in Recruitment, candidate sourcing and interviewing is desirable.
• Experience and in-dept understanding of administrative principles and their application to respond to and resolve a range of complex administrative queries.
• Technical Skills and Knowledge:
• Good communication skills and understanding of HR principles and their application to respond to and resolve a range of HR queries.
• Ability to build relationship with a variety of individuals across and outside WFP to effectively understand and meet HR operational delivery requirements and related support service.
• Ability to carry out basic data analysis, independently rectify problems requiring attention and maintain confidentiality.
• Proficient in advanced MS Office skills in Excel and PowerPoint is required. Working knowledge of ERP systems would be an advantage.
• Knowledge and experience with UN procedures and practices is desirable.

LANGUAGE: Fluency in both oral and written communication in English. A good working knowledge in one of the Local Pacific languages is desirable.

HOW TO APPLY

To be considered, interested candidates are invited to apply via ( https://www.wfp.org/careers/job-openings).

Only short-listed candidates will be contacted.

We want to ensure the recruitment process is fully accessible. Please contact us at Bangkok.Recruitment@wfp.org to advise us of any accessibility needs you may have.

ABOUT WFP

The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience.

ORGANIZATIONAL CONTEXT

WFP is committed to diversity and inclusion within its workforce. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. All selected candidates will, undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.

All WFP Employees are expected to demonstrate the competencies and standards of behaviour aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:

• Leading by example with integrity,

• Driving results and delivering on commitments,

• Fostering inclusive and collaborative teamwork,

• Applying strategic thinking,

• Building and maintaining sustainable partnerships.