Business Support Assistant

Human Resources

Overview

Deliver standard business support processes for HR-related tasks

You have:

• Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
• Three 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.
• Fluency (level C) in both oral and written communication in English and Armenian languages. Intermediate knowledge (level B) of Russian language is desired.
• Proficient in the use of office equipment and computer software packages, such as Microsoft Office.
• Ability to identify data discrepancies and rectify problems requiring attention.

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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, physical or mental disability.

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.

ORGANIZATIONAL CONTEXT

Despite the economic growth of the last decade, the level of food insecurity has been stagnant over the past five years in Armenia. Although the situation is improving for a large share of the population, those worst off are being left behind, demonstrating significant disparities and uneven territorial development in Armenia.

In response to these challenges, WFP Armenia Country Strategic Plan (CSP) 2019 – 2024, building on past and current experience gathered in the implementation on its flagship activity since 2010, foresees significant strategic investment in the establishment of a comprehensive and strategic response to food insecurity, malnutrition and poverty. The four main pillars of WFP’s CSP 2019 – 2024 will be the continuation of its school feeding programme with a clear handover strategy for a full ownership of the programme by the Government of Armenia by 2023; the establishment of effective and sustainable, nutrition sensitive food value chains; support the Government in tackling malnutrition; and emergency preparedness and response. Capacity strengthening will be a cross-cutting effort at all level and will be key to ensure sustainability of the programmes and activities.

In light of implementation of the above-mentioned range of activities, and in addition to this the rapidly evolving and ongoing current situation with the COVID-19 pandemic, as well as considering the growing workload in HR unit, WFP Armenia is in need of temporary HR support.

We are therefore seeking a candidate to perform a range of HR-related tasks to support accurate implementation of WFP policies and procedures and facilitate the effective functioning of a client-focused and strategy-oriented HR services for the Country Office.

KEY ACCOUNTABILITIES (not all-inclusive)

- Gather information with clear direction to support the drafting of documents and preparing reports by other staff;

- Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients;

- Support processing and managing routine administrative and human resources related tasks;

- Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation;

- Draft correspondence to respond to enquiries in respect to relevant human resources matters;

- Identify discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work;

- Take responsibility for data integrity to facilitate availability of accurate information in corporate systems;

- Extract and compile HR data on staff recruitment and selection, contractual conditions, entitlements, performance and training requirements, to support analysis and reporting needs;

- Maintain personnel files/confidential personnel records, HR databases and archives, to ensure data and files are accurately stored/digitalized and updated in compliance with the established standards to ensure information is accurate and readily available for the function;

- Work on HR filing system to harmonize and standardize all documentation and records, check and digitalize missing files;

- Draft various HR documentation required for the specific area of work (e.g. employment contracts, 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, ensuring compliance with the established deadlines and accuracy of HR data;

- Liaise with other units to coordinate the arrangement of HR-related events, prepare relevant agendas and fulfil other admin-related tasks of the HR unit, schedule on-boarding and security briefings for newly joining staff;

- Ensure all HR documentation has the necessary signatures, circulate NFRs, recruitment documentation and other documents among colleagues to collect signatures; - Support with the WFP screening process including interview scheduling, attendance sheets etc.;

- Perform other related duties as required.

STANDARD MINIMUM QUALIFICATIONS

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

Experience: Three 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. Previous experience in UN or similar HR management systems is desirable.

Knowledge & Skills:

• Has conducted specific HR Services activities such as payroll administration, aspects of recruitment and interviews administration;

• Proficient in the use of office equipment and computer software packages, such as Microsoft Office;

• 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.

Languages: Fluency (level C) in both oral and written communication in English and Armenian languages. Intermediate knowledge (level B) of Russian language is desired.

JOB PURPOSE

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.

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.

TERMS AND CONDITIONS

Contract Duration: 6 months

Applications must be submitted online through WFP e-Recruitment System.

Internal WFP staff can access the VA through the internal WFP CAREER page via the link: http://newgo.wfp.org/services/e-recruitment

Make sure that you answer all mandatory questions accurately and to upload your updated CV and Cover Letter in English.

Only short-listed candidates will be contacted.

The successful candidate will have to be vaccinated against the COVID-19 to be able to perform his/her duties. The UN strongly recommends UN personnel, and their dependents receive a COVID-19 vaccine that has been approved by WHO.

DEADLINE FOR APPLICATIONS

Interested candidates are invited to submit their application not later than Tuesday, 17 May 2022.

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, 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.

Apply now

Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: wfp.org