Business Support Assistant (Human Resources) | SSA-4 | Manila, Philippines

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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 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

The Business Support Assistant (HR) will be working under the supervisor of the HR Officer and close coordination with other HR team members.

KEY ACCOUNTABILITIES (not all-inclusive)

Within the assigned unit and delegated authority, the Business Support Assistant (HR) will be responsible for the following duties:

• Provide administrative support in the recruitment scale-up for ongoing emergency response and organizational alignment staffing structure review, by preparing the publication of vacancy announcement in WFP e-Recruitment system, sorting of applications, arranging written test and interviews, preparing all the required recruitment documentation, sending communications to candidates, contacting previous employers for reference checks and any other related activities as assigned.
• Carry-out pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with WFP Medical Team on medical clearances, issuance of new hire/new arrival Information package, coordination of orientation sessions, arrangement for security briefing, inclusion in insurance plans as appropriate, creation of personal file, etc.
• Perform assigned role(s) by creating and updating staff’s profile in the WFP Information Network and Global Systems (WINGS) paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions, and other related documentation.
• Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
• Ensure personnel files are complete, filed, and up-to-date. Maintain and track e-filing of personnel file
• Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
• Assist in Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
• Respond to general inquiries regarding Human Resources policies, instructions, and procedures.
• Check and maintain attendance registers, leave reports and other forms and reports and assist in timekeeping and payroll processing for national staff under Service Contract and Special Service Agreement contract modalities.
• Assist supervisor in monitoring the contractual status of all staff on various appointments based in immediate location or within the office’s mandate; monitor within grade service increment schedules and ensure the timely preparation and issuance of contract renewals and personnel action forms;
• Ensure that human resource and personnel policy manuals, rules, regulations, guidelines, and circulars, are updated to all staff and filed regularly;
• Perform other related duties as required

STANDARD MINIMUM QUALIFICATIONS

Education:

• Secondary education with specialized certification in HR or supplemented by training in personnel or general administration work.
• Bachelor's degree in Human Resources, Business Administration, Psychology, or related field is desirable but not required.

Experience:

• Minimum four (4) years of experience in human resources administration in a multicultural environment of any other large organization with established HR systems, policies and procedures.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Knowledge and Skills:

• Human Resources Management and personnel administration skills.
• Excellent communication skills.

Language:

• Ability to communicate (written and oral) fluently in English.

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.

REMUNERATION PACKAGE

• Approximate monthly base salary: PHP 49,000 Min to PHP 61,000 Max
• Medical Insurance Coverage

DEADLINE FOR APPLICATIONS

Deadline for applications is on 13 March 2022, Sunday at 11:59pm (Manila time). Qualified candidates are required to complete an online candidate profile in UN WFP Careers Website (https://www.wfp.org/careers) Only applications received in this website are considered valid and will be processed and only shortlisted candidates will be contacted.

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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.