World food programme seeks to recruit a human resources assistant SC5 (103940) – Juba, South sudan

Vacancy announcement number : 103940

Position title : HUMAN RESOURCES ASSISTANT

Position grade  : SC5

Contract type : SERVICE CONTRACT

Contract duration : 12 MONTHS RENEWABLE

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ABOUT WFP :

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.

Sstandard minimum qualifications :

Education :

Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience :

Five or more years of progressively responsible support work experience in general administrative work, including at least two years in human resources or other related field ;
Knowledge & Skills : 

• Knowledge of general HR administrative work practices and methods, gained through relevant technical training and experience ;
• Good communication skills and basic understanding of HR principles and their application in order to respond to and resolve general HR queries ;
• Ability to develop and maintain relationships with a wide range of individuals in order to provide a high quality support service ;
• Ability to collate and compile relevant data from a variety of sources in order to produce periodic reports for supervisor(s) ;
• Ability to monitor and record personnel files and documentation in an organised manner and in line with compliance standards ;

Language :

• General Service (Headquarters) : Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility ;
• General Service (Field) : Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

 

Organizational context :

• This job is found in South Sudan Country Office. The job holder report to an HR Officer ,
• At  his level job holder is expected to take responsibility for the completion of a full range of HR activities requiring some interpretation of standard guidelines and practices ;
• Job holder can recommend a course of action within the area of expertise and may provide guidance to other staff.

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 clients ;
• Receive and review International staff Rest and Recuperation (R&R) absence requests, crosscheck its correctness. Make first level clearance for further certification and approval.  Record the absences in WINGs, WFP corporate system ;
• 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 ;
• Liaise with other internal units/offices on HR related matters, i.e. receive Danger pay attendance sheets, review the correctness of the attendance sheets, raise Budget Control system (BCS) requests in WINGS, provide relevant BCS document (payment request) to Finance for payment processing ;
• Provide guidance and on-the-job training to other staff, 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 ;
• 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, 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, Performance Evaluations, etc.), ensuring compliance with the established deadlines and accuracy of HR data ;
• Maintain International staff leave records and attendances in the WFP HR corporate database (WINGS); Timekeeper for international staff members time management ;
• 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 ;
• Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work ;

 

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.

 

Functional capabilities :

• N/A ;
• Other specific job requirements ;
• This section is optional to describe additional responsibilities & knowledge required for the specific job.

Desired experiences for entry into the role :

• N/A ;
• Terms and conditions.

This position is open to south sudanese nationals only. Please take note that wfp does not charge any fee at any stage of recruitment process.

DEADLINE FOR APPLICATIONS : 17 MARCH 2019