Business Support Assistant (HR)

Job title: Business Support Assistant (HR)
Vacancy number: 159056
Contract type: General Services (GS-5)
Duration: 1 year, renewable
Duty Station: Suva, Fiji

KEY ACCOUNTABILITIES (not all-inclusive)

Business Support Assistant responsibilities:

• To coordinate a wide range of business support services for a the PMCO Management.
• Manage liaison activities that cover outreach to various UN agencies in the country and the pacific.
• Follow-up on requests for CD/DCD participation on events and conferences, liaising with organizers of events and conferences and preparing and compiling all relevant documentation.
• Liaise with RBB for CD/DCD interventions and participation in High Level Consultations.
• Liaise within PMCO for all required meetings, Monthly Management Meetings and other All Staff and ad-hoc meetings to plan and schedule a calendar of meetings.
• Maintain relationships with a range of individuals through provision of business support and assist in information sharing and service delivery to PMCO staff.
• Collate information for inclusion in reports, documents, and correspondence, to support the effective work of other staff. Manage and maintain records and databases, to ensure information is organized and readily available for staff.
• Respond to standard queries and provide timely and accurate guidance and share associated documentation.
• Organize clearances from CD/DCD/OIC on routine administrative and financial actions requested by various functional areas.
• Contribute to improvement of business procedures and processes.
• Any other tasks allocated by the Management.

HR responsibilities:

• Respond to general HR queries and follow up actions in line with the applicable rules and regulations, to ensure consistent and high-quality HR services are delivered to clients.
• Contract management and benefits administration – monitor contract expiry, renewal and applicable entitlements and benefits are timely administered and ensure actions are timely processed; a range of HR documentation e.g. employment contracts, appointment/extension/ separation actions/training-related requirements are initiated and accurately drafted in line with policies and procedures by the established deadlines.
• Prepare monthly payroll, ensure correct application of health insurance and dependency benefits, calculate, and verify overtime and maintain attendance and leave records by the established deadlines.
• Perform recruitment activities in alignment with WFP corporate direction and the Pacific MCO priorities. Coordinate and deliver a full range of end-to end recruitment from planning, working with hiring managers to understand their needs, provide advice on WFP HR policies and procedures on recruitment, drafting vacancy announcements, sourcing, screening, coordinating tests, organizing interview panels, acquiring hiring manager’s and panel assessments and conducting reference checks.
• Recommend options for local candidate sourcing approach to generate good gender balanced candidates’ pipeline and roster as well as other creative avenues for job search.
• Provide guidance and briefing of staff on WFP mandatory training, learning and development tools and systems and provide on-the-job training to other staff on Performance management and other HR areas to support their development and increased knowledge of HR systems and procedures required to perform their duties.
• Extract and compile HR data on staff recruitment and selection, contractual conditions, entitlements, performance and training requirements, to support analysis and reporting needs.
• 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.
• Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.**QUALIFICATIONS**

Education: Completion of secondary school education. A post-secondary certificate in Human Resources, Industrial Psychology, Business/Public Administration, or related fields is an advantage.

Experience:

• At least five years of progressively responsible experience in human resources and administration in a global/multinational organization.
• Work experience in HR operations service delivery would be an added advantage.
• Experience in analysis HR information & reports is desirable.
• Two years of work experience in Recruitment, candidate sourcing and interviewing is desirable.
• Experience and in-dept understanding of administrative principles and their application to respond to and resolve a range of complex administrative queries.
• Technical Skills and Knowledge:
• Good communication skills and understanding of HR principles and their application to respond to and resolve a range of HR queries.
• Ability to build relationship with a variety of individuals across and outside WFP to effectively understand and meet HR operational delivery requirements and related support service.
• Ability to carry out basic data analysis, independently rectify problems requiring attention and maintain confidentiality.
• Proficient in advanced MS Office skills in Excel and PowerPoint is required. Working knowledge of ERP systems would be an advantage.
• Knowledge and experience with UN procedures and practices is desirable.

Language: Fluency in both oral and written communication in English. A good working knowledge in one of the Local Pacific languages is desirable.

ABOUT WFP

The United Nations World Food Programme is a leading organization delivering food assistance and working with communities to improve nutrition and build resilience. We also support governments of developing countries in their efforts to eliminate hunger and malnutrition by addressing the underlying causes and disparities in access to food and good nutrition to ensure that no one is left behind in line with the Agenda 2030, Sustaining Peace and Agenda for Humanity. WFP is particularly focused on Goal 2 (Zero Hunger) and Goal 17 (Partnerships).

The 2020 Nobel Peace Prize awarded to WFP is recognition that ending hunger is a critical first step towards global peace. WFP recognizes that one of the greatest contributions it can make to humanity is to provide a voice to the 690 million hungry people in the world. The Nobel Peace Prize gives us a platform to make their needs heard and to mobilize support for the assistance they need.
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.

Female applicants and individuals with disabilities are encouraged to apply. (National Positions)

WFP is committed to diversity and inclusion within its workforce, and encourages all qualified candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organisation. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the selection & recruitment process, and for work-related needs upon joining the Programme. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. 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.