Human Resources Assistant, Special Service Agreement -Level 5, Addis Ababa (1)

Area of expertise : Human resources

Country : Ethiopia

Type of contract : Short term opportunities

Job Title: Human Resources Assistant

No. Position: 1 (One)

VA No.: 108169                              Contract Type:  Special Service Agreement

Date of Issue: 18 Nov 2019           Grade: SSA Level 5

Deadline: 24 Nov 2019                  Duty Station: Addis Ababa (1)

Position Duration: 11 Months.

ABOUT WFP

Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid and special operations.

WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.

ORGANIZATIONAL CONTEXT

This position is located in WFP Ethiopia Country office based in Addis Ababa. The incumbent under the direct supervision of the Human Resources Officer will be responsible for the accountabilities identified hereunder.  The jobholder is expected to take responsibility for the completion of a full range of HR activities requiring some interpretation of standard guidelines and practices. The jobholder should also be able to recommend a course of action within their area of expertise and may provide guidance to other staff.

JOB PURPOSE

To perform a range of HR tasks to support accurate implementation of WFP policies and procedures and facilitate the effective functioning of a client-focused and strategy-oriented HR services.

KEY ACCOUNTABILITIES (not all-inclusive)

General:

1. Provide assistance on general HR queries and follow up actions, to ensure consistent and high-quality HR services are delivered to clients.

2. Provide guidance and on–the-job training to other staff, to support their development and increased knowledge of HR systems and procedures required to perform their duties.

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

4. Provide administrative support in various HR activities in the areas of work allocated by the professional officer including on boarding of new staff members in compliance with relevant processes and procedures.

5. Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.

6. Draft various HR documentation required for the specific area of work (e.g. employment contracts, transfer letters, training – related documents, etc.) ensuring accuracy and meeting established deadlines.

7. Use HR management systems for entering and updating a variety of HR data including assistance in monitoring various deadlines (e.g. contract expiration, PACE, etc.), ensuring compliance with the established deadlines and accuracy of HR data.

8. Support staff deployment and related administrative actions including preparation of basic reports, to facilitate efficient HR service enabling WFP to respond quickly to a crisis.

9. Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.

10. Respond to standard queries and provide timely and accurate guidance.

11. Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.

12. Manage and maintain records and databases, to ensure information is organized and readily available for staff.

13. Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.

14. Contribute to improvement of business procedures and processes.

Talent Acquisition Responsibilities:

1. Manage recruitments for positions across the Country Office establishing close coordination with recruiting managers.

2. Ensure that vacant national positions are filled properly and timely as per WFP HR Rules and regulations and that related actions are taken.

3. Ensure recruitment processes are clear and cost-effective methods are employed.

4. Active involvement and contribution in the identification and implementation of local, regional corporate initiatives to strengthen sourcing of talent.

5. Work with different stakeholders to continue expanding WFP’s vacancy circulations and finding better recruitment solutions.

6. Responsible for contract management and administration, including preparation of contracts.

7. Support with management of contracts of national staff and monitor the appropriate use of various types of employee contracts.

8. Support mangers in monitoring the contractual status of staff and liaise with senior management to ensure contracts are extended on time.

9. Ensure there is a proper tracking mechanism for expiring contracts.

10. Coordinate and process ERP system actions (E-recruitment, WINGS, ATLAS) related to appointments, re-appointments and extensions.

11. Support in ensuring gender perspectives are incorporated in all areas of our work to achieve gender parity and ensure equal participation of women and men.

12. Support with new recruitment/ sourcing strategies/ initiatives that are focused on targeting qualified female candidates and increasing gender balance.

Benefit and Entitlement Responsibilities:

1. Responsible for national staff payroll management.

2. Liaise with other internal units/offices on HR related matters, i.e. payroll, contracts, etc. and provide necessary information in order to enable timely HR services.

3. Process contract extensions & entitlements taking actions both on contractual documentation & information systems.

4. Provide advice to staff and managers on entitlements & benefits applicable to employees under different contractual status. Participate in the development and implementation of related information tools for staff.

5. Proactive coordination responsibility in timely and accurate time management records, including guidance to timekeepers and advice on leave entitlements to employees.

• Perform other duties as required.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has managed and implemented HR policy and procedures in line with WFPs operating standards

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

• and interviews administration

• Has provided ad-hoc guidance to less experienced staff members

• Has provided briefing to new recruits as part of the onboarding process

• Has gained experience working across a range of WFP contexts and with varying strategic priorities

STANDARD MINIMUM QUALIFICATIONS

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

Experience: Five or more years of progressively responsible support work experience in general administrative work, including at least two years in Human Resources.

Knowledge and Skills:

 Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.

 Ability to carry out basic data analysis and independently rectify problems requiring attention.

 Good communication skills required to give and receive information and work with a variety of individuals.

 Working knowledge of Microsoft applications (Like Word, excel..)

 Ability to maintain confidentiality.

Language: Fluency in both oral and written communication in English. Knowledge of the local language is an added advantage.

HOW TO APPLY

 WFP is an equal opportunity employer. Female candidates meeting the above qualifications are encouraged to apply on-line through WFP recruitment website.

This VA is open ONLY to Ethiopian Nationals.

Public access (for external VA): http://www1.wfp.org/careers/job-openings

WFP staff access (for internal and external VA): http://newgo.wfp.org/services/e-recruitment

Please note that WFP does not charge a fee at any stage of the recruitment process. Only qualified candidates will be contacted.