Human Resources Assistant (International Staff Management), Fixed Term - G5, Maputo

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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

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 position is based in Maputo; the incumbent will be responsible for the accountabilities outlined hereunder. The incumbent is expected to take responsibility for the completion of a full range of HR activities requiring some interpretation of standard guidelines and practices. Job holder is able to recommend a course of action within their area of expertise and may provide guidance to other staff.

JOB PURPOSE

Under the direct supervision of the HR Officer in charge of the section and the overall supervision of the Head of Human Resources, 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)

• Provide assistance on general HR queries and follow up actions, to ensure consistent and high-quality HR services are delivered to clients.
• 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.
• Liaise with HQ and RBJ on HR related matters, i.e. payroll, contracts, etc. and provide necessary information in order to enable timely delivery of HR services.
• Extract and compile HR data on international staff recruitment and selection, contractual conditions, entitlements, performance and training requirements, to support analysis and reporting needs.
• Liaise with other units on HR related matters, i.e. travel arrangement, MSLS payments, TEC submissions, TRIP security clearances for new staff, etc. and provide necessary information in order to enable timely delivery of HR services.
• Provide administrative support in various HR activities such as organizing HR briefings, issuance of documents such as UN ID, UNLP and follow up on separation clearances for international staff etc.;
• 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.
• Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.

KEY ACCOUNTABILITIES (Cont'd)

• Draft various HR documentation required for the specific area of work (e.g. employment contracts, transfer letters, certificate of service, training-related documents, etc.) ensuring accuracy and meeting established deadlines.
• Use HR management systems such as WINGS and WSS for entering and updating a variety of HR data including assistance in monitoring various deadlines (e.g. contract expiration, absences, PACE, etc.), ensuring compliance with the established deadlines and accuracy of HR data.
• 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

• Collect and disseminate staffing statistics for International staff when requested;
• Provide support in recruitment and management of international Consultants and Short term Professionals (e.g. review documents, post VA’s on WFP jobsite, screening, participation in interview;
• Monitor contract NTE's and funding for International staff and Consultants in the Country Office and initiate/request MSS actions.
• Perform any other duties as assigned by the supervisor.

OTHER SPECIFIC POST REQUIREMENTS

Recruitment

• Manage recruitments for positions across the Country Office establishing close coordination with recruiting managers.
• Ensure that vacant International positions are filled properly and timely as per WFP HR Rules and regulations and that related actions are taken.
• Contribute to reviewing recruitment and other business processes and streamlining procedures.
• Ensure recruitment processes are clear and cost-effective methods are employed.
• Ensure the maintenance and usage of roster candidates to expedite sourcing and reduce the number of new vacancies issued. 
• Support with management of the recruitment-tracking sheet to be shared regularly with heads of units and SOs.
• Active involvement and contribution in the identification and implementation of local, regional corporate initiatives to strengthen sourcing of talent.
• Work with different stakeholders to continue expanding WFP’s vacancy circulations and finding better recruitment solutions.

Contract Management

• Responsible for contract management and administration, including preparation of contracts.
• Support with management of contracts of International staff and monitor the appropriate use of various types of employee contracts.
• Support mangers in monitoring the contractual status of staff and liaise with senior management to ensure contracts are extended on time.
• Ensure there is a proper tracking mechanism for expiring contracts.
• Coordinate and process ERP system actions (E-recruitment, WINGS, WSS) related to appointments, re-appointments and extensions.
• Support and coordinate actions related to probation and contract extension for concerned International FT staff.

Gender

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

STANDARD MINIMUM QUALIFICATIONS

Education: A University Degree in economics, business administration, social sciences, development studies or management.

Experience: Five or more years of progressively responsible support work experience in general administrative work, including at least two years in human resources or other related field.
Knowledge & Skills: 

• Knowledge of general HR administrative work practices and methods, gained through relevant technical training and experience.
• Good communication skills and basic understanding of HR principles and their application in order to respond to and resolve general HR queries.
• Ability to develop and maintain relationships with a wide range of individuals in order to provide a high quality support service.
• Ability to collate and compile relevant data from a variety of sources in order to produce periodic reports for supervisor(s).
• Ability to monitor and record personnel files and documentation in an organised manner and in line with compliance standards. 

Language: Fluency in both oral and written communication in English.

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

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.
   

DEADLINE FOR APPLICATIONS

20 October 2021

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Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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.