Human Resources/Travel Assistant

Human Resources

Overview

Support hiring and travel processes in Liberia's FAO office

You have:

• University Degree in Human Resources, Office Management, Finance Management or a similar area
• At least four years of relevant office experience, of which at least two years are related to operations or administration
• Working knowledge (proficiency level C) of English and working knowledge of the local language(s) is required
• National of Liberia or resident in the country with a valid work permit
• Very good knowledge of MS Office applications, Internet and office technology equipment

Organizational Setting

The key mission of the FAO Country Offices, which are headed by the FAO Representatives, is to assist and support national governments to develop policies, strategies and programmes and projects to accelerate the implementation and achievement of Sustainable Development Goals in the area of FAO’s global mandate and Strategic Objectives. The post is located in the Office of the FAO Representation in Liberia of the Food and Agriculture Organization of the United Nations providing travel support and transactions processing services to clients and organizational units.

Technical Focus

The Human Resources/Travel Assistant performs a large variety of routine functions assisting the processing of transactions and the use of corporate Human Resources/Travel systems.

Reporting Lines

Under the overall supervision of the FAO Representative in Liberia and the direct supervision of the Assistant FAO Representative (Administration), he/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Tasks and responsibilities

The key functions of the Human Resource/Travel Assistant include;

• Support the hiring of local personnel (i.e. Personal Services Agreement/PSA, National Project Personnel/NPP, etc) for all programmes and FAO projects, liaising with relevant officers; submit electronic personnel processing requests (ePPR) through Global Resources Management System (GRMS) for approval, ensuring that the appropriate contract type is entered, and prepare corresponding local personnel contracts; • Liaising with relevant officers, ensure that Terms of Reference (TOR) for local personnel (PSA, NPP) are prepared following the approved TOR format, and with clearly defined result-based duties and outputs; • Support the preparation and advertisement of Calls for expression of interest using standard formats and following relevant guidelines for the hiring of personnel; compile and collate applications received for various PSA and NPP assignments; • Contribute to the local personnel database by inserting (and updating) details of personnel contracts issued for all programmes and FAO projects, including contract beginning and ending dates; • Process Separation Clearance form for local personnel (PSA, NPP) requiring termination of services; • Process Quality Assessment form for local personnel (PSA, NPP) requiring extension of services; • Submit timecards through the Global Resources Management System (GRMS) for local personnel hired under all programmes and projects; and international consultants under the Country Office and follow up timely approval; • Monitor the receipt and clearance of consultants’ reports, if required, to facilitate processing of timecards; • Support the selection and hiring processes of international consultants during the absence of the personnel assigned; • Maintain the personnel and other files related to assigned duties; • Process travel expense claims, in accordance with the organization’s rules and policies; verify travel performed against appropriate entitlements; • Identify, review and claim refunds of travel costs from travel agents or travellers and take necessary follow up action; • Process authorized lump sum payments, travel advances and post-factum travel claims and verify their correctness • Provide travel assistance to staff on a day-to-day basis for travel arrangements and entitlements based on the organization’s rules and policies; liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travel; • Brief/de-brief staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures ,etc. • Extract, input, maintain and verify correctness of travel records in the organization’s corporate travel system to ensure proper accounting transactions related to travel costs and staff travel; • Assist in the preparation of budgets on travel costs and maintain travel budgetary and statistical control records; • Assist in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking the necessary follow-up action; • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Education: University Degree in Human Resources, Office Management, Finance Management or a similar area • Experience: At least four years of relevant office experience, of which at least two years are related to operations or administration • Languages: Working knowledge (proficiency level C) of English and working knowledge of the local language(s) is required • National of Liberia or resident in the country with a valid work permit. • IT Skills: Very good knowledge of MS Office applications, Internet and office technology equipment.

FAO Core Competencies

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

Technical/Functional Skills

• Relevance and extent of experience in operations; • Organizational & and communication skills, computer literacy, fluency in written and spoken English, teamwork skills; • Ability to establish and maintain working relationships with people of different national and cultural backgrounds; • Past experience working in the UN/FAO and other international systems preferred;

Selection Criteria

• Candidates should be nationals of Liberia; • Knowledge in Human Resources/Travel support services and administrative processes associated with project implementation • Independent worker and excellent skills working as part of a team; • Excellent reading, writing and communication skills in English • Very high skills/knowledge of background related to the ToR’s Requirements • Experience with UN and other International Organization would be an asset

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: fao.org