Business Support Assistant (HR - Time Keeping) SC4 - Erbil, Iraq 2021

ABOUT WFP

The United Nations World Food Programme (WFP) is the world’s largest humanitarian organization, saving lives in emergencies, building prosperity and supporting a sustainable future for people recovering from conflict, disasters and the impact of climate change. In 2020, WFP assisted 898,000 people in Iraq. Through providing food for vulnerable people, skills to build futures and enhanced social protection, WFP is helping the Iraqi government build people’s resilience and food security.For more information, see wfp.org/countries/iraq and ar.wfp.org/countries/iraq

ORGANIZATIONAL CONTEXT

At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources and coach and coordinate a team of support staff.

JOB PURPOSE

The selected candidate is going to be part of the HR Team in Iraq and under the direct supervision of the HR Associate (Talent Management) in Erbil.

At this level job holder are expected to take responsibility for some area of recruitment and timekeeping, requiring some interpretation of standard guidelines and practices. Job holders are able to recommend a course of action within their area of expertise and may provide guidance to other staff.

KEY ACCOUNTABILITIES (not all-inclusive)

Use WFP’s E-Recruitment system for all on-going local recruitments (different contract types);

Ensure that all shortlisted staff are notified and document all cases where shortlisted candidates decline to be part of the test or interview, or cases for which we are not able to get hold of shortlisted candidates;

Ensure that written tests are received timely and reviewed by the respective Head of Unit for suitability prior to when testing is done;

Facilitate the execution of the written test through IMOCHA system via accurate and timely correspondence with the candidates;

Schedule panel interviews and follow up on the required documentation to ensure timely and efficient submission;

Ensure that the appropriate form of feedback is given by HR/the Hiring Manager to all other assessed/interviewed candidates, especially unsuccessful internal candidates;

Compile predefined recruitment statistics in a timely and accurate manner to support the creation of a recruitment dashboard;

In case of difficult cases, inform the HR Associate and/or the Head of HR and escalate, as appropriate;

National staff Leave: Answer queries from staff and supervisors on all issues related to leave; function HR unit’s liaison with the Time Keepers of the various units in the CO; record all national staff leave in WINGS or PASport and liaison with HQ Time Keepers and PASport Competence Centre on all issues related to leave.

Record R&R and related leave in WINGS.

International FT/ST leave: Record in WINGS and file all leave slips for all int professional staff; forward home leave request to HQ, ensure that days are properly entered in WINGS, inform int staff of leave balance and home leave points when requested/required.

HR Unit Leave: Collect and file all leave slips for HR unit staff and prepare HR Unit monthly report.

When requested, in collaboration with the CO Leave focal points, prepare CO Leave Plans & Transfer plans

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.

STANDARD MINIMUM QUALIFICATIONS

Education: Secondary degree with a post-secondary certificate/diploma in Human Resource Management, Business Administration, Industrial Psychology or other relevant field is desirable.

Experience: Typically, three or more years progressively responsible administrative work experience in an engaging and dynamic work environment. Experience of successfully understanding and contributing to achieving key objectives in support of service plans in a service-orientated environment.

Languages: Proficiency in English and Kurdish, proficiency in Arabic is an advantage

Preferable Qualification

• Excellence in time-management and in organizing multiple tasks to get the job done in time with the expected level of quality.
• System savvy. Previous experience working with HR systems (Oracle, SAP, etc.) is an important asset.
• Proficiency in MS Office (Word, PowerPoint, Excel)
• Strong analytical and reporting skills
• Broad knowledge and/or interest in Talent Acquisition
• Excellent verbal and written communication skills required
• Attention to details

Terms and conditions

Position Title: Business Support Assistant (HR - Time Keeping) SC4

Grade: SC4

Contract: Service Contract

Duty Station/travel: Erbil with frequent travel inside Iraq.

Salary: Starting at USD 1,725 per month.

Medical Plan: International valid medical plan for the staff member, spouse and dependents children under 18 years

Annual leave: 30 working days per annum

Closing Date of Applications

19 July 2021