Human Resources Specialist (Assistant)

Organizational Setting

FAO assists governments to develop policies, programmes and projects to address hunger and malnutrition, and provides technical support for the sustainable development of their agricultural, fisheries and forestry sectors and to respond to cries. FAO in collaboration with the Government of Malawi and with support of multiple development partners is implementing a wide range of activities to improve livelihoods of small-scale farmers as well as assisting a more inclusive and sustainable development in the country. FAO Malawi is currently supporting the Government to strengthen community-based resilience in vulnerable rural areas, facilitate a more sustainable management of natural resources and supporting nutrition-sensitive agriculture. Likewise, FAO provides and mobilizes technical assistance required by the country in areas related with agriculture production, agriculture economics and other areas relevant.

Reporting Lines

The Human Resources Assistant will be under the overall leadership of the FAO Representative, the specific supervision of the Assistant FAOR-Administration and the direct supervision of the Section Head – Administration.

Technical Focus:

The Human Resources Assistant will be responsible for assisting the National Human Resources Specialist with the provision of Human Resources support services to all staff within FAO Malawi.

Tasks and responsibilities

The incumbent will work more specifically:

• Assist with the coordination of support services related to the employment and servicing of staff and non-staff; initiate a range of personnel actions such as appointments, extensions, transfers, etc.;
• Support the briefing and de-briefing of staff, provide information as to staff entitlements and specificities of contracts, human resources policy-related issues as well as social security, insurance and administrative law ;
• Assist with the recruitment process of non-staff, including the preparation of job profiles and vacancy announcements; organizing written and oral interviews, generate selection reports, communicating with applicants and preparation of offers/terms of employment;
• Collect and research background information for new recruitments ;
• Monitor the duration of staff contracts and advise the National Human Resources Specialist on all contracts that are coming to an end
• Advise the National Human Resources Specialist of contracts which need to be extended and those which need termination for timely action on the part of management and staff
• Take minutes during meetings and interviews, draft correspondence;
• Draft reports and statistics related to all human resources functions as appropriate;
• Review, maintain and update confidential personnel information, records and files; ensure completeness and accuracy of records;
• Assist with the investigation and resolving of payment inquiries in collaboration with finance staff; prepare payment instructions;
• Assist with scheduling trainings and HR related meeting sessions;
• Manage the leave register and communicate leave balances to Heads of Units;
• Ensure compliance with all human resources actions and with FAO rules and regulations;
• Perform other duties required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor’s Degree in Human Resources or a related field;
• Minimum of three years of experience in Human Resources
• National of Malawi or resident in the country with a regular work permit.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Good knowledge of the MS Office applications, Internet and office technology equipment;
• Good knowledge of the essential elements of Human Resources activities and transactions, including corporate policies, rules and procedures
• Very good knowledge of relevant corporate computerized administrative systems
• Strong decision and problem solving skills
• Excellent oral and written communication skills.