Human Resource Assistant, Junior Human Resource Assistant at FAO Somalia

On Friday, January 31st, 2014

Food and Agriculture Organization of the United Nations
   
Vacancy Announcement No: FAO/06/2014

Issued on: 30th Jan 2014
Deadline for Application: 12th Feb 2014

Position Title: Human Resource Assistant

Grade Level: SC-5

Contract Type: National Personnel Project
 
Duty Station: Nairobi

Organizational Unit: FAO-Somalia

Duration: 3 Months, with possible extension

Eligible Candidates: Kenyans
Anticipated start date: Immediately
General Description of task(s) and objectives to be achieved
Under the overall supervision of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision of the HR Officer to provide support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. 
In particular, the incumbent will carry out the following duties:
  • Work closely with the HR Team  to support recruitment/resourcing queries and preparation of internal or external vacancy announcements and advertising of vacancies.
  • Assemble applications for screening and short-listing by recruitment panels; arrange to conduct testing and interviews of short-listed candidates.
  • Prepare offers of appointment for selected candidates and draw up contracts and contract amendments on request and in line with FAO regulations.
  • Carrying out research tasks using the internet and liaison with other divisional HR teams, e.g. changes to employee benefits, HR policy reviews, writing guidelines for managers, bench marking, recruitment advertising research.
  • Carrying out research tasks using the intranet e.g. changes to employee benefits, HR policy reviews, writing guidelines for managers, bench marking, recruitment advertising research. Draft routine correspondence related to HR matters, internally and to HR.
  • Assemble all required documentation for submission to HQ for contract extensions.
  • Maintain up-to-date records of personnel, including checklists of all required supporting documentation. Ensure that all pertinent documentation is up to date in the Staff files.
  • Maintain and update staff files for staff members containing (Attendance and leave records, Contract dates, Travel records, Training records
  • Host country relations documentation)
  • Obtain work permits, visas, VAT exemptions, PRO-1B, UNLPs, IDs, security cards, business cards, and other pertinent documentation.
  • Ensure that all UN security-related training requirements are met and documentation is on file.
  • Maintain attendance and leave records for all FAO-Somalia staff; receive monthly attendance reports and leave application copies from FSNAU and SWALIM.
  • Check leave applications against the annual leave planner for FAO-Somalia.
  • Provide general administrative support to the HR team.
  • Perform any other related duties as required
Key Performance Indicators
 
Minimum Requirements

Education:
Secondary school education. Bachelor’s degree will be an advantage.

Work Experience: Four years of Administration and Human Resources Management experience.
 

Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language (Kiswahili) is required.

IT Skills:

  • Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. 
  • Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
Office Management Skills:
  • Systematic, well structured and efficient approach to work assignments. 
  • Analytical ability, accuracy and consistency. 
  • Exercise diligence and care in dealing with records and expenditures.

Interpersonal Communications and Teamwork Skills:
  • The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. 
  • Tact and courtesy. 
  • Ability to establish and maintain effective working relationships with people of different national and cultural background. 
  • High degree of self-motivation and initiative. 
  • Willingness to learn and apply new analytical approaches.
To Apply:
Send your application to:
Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/06/2014 along with their current/detailed Curriculum Vitae and FAO Personal Profile Form (PPF) available http://www.fao.org/employment/irecruitment-access/en/
E-mail is the preferred means of receipt and the application should be sent to [email protected]

Applications must be received by the deadline. 
Late applications will not be considered.

Only short listed candidates meeting all essential qualifications will be contacted.

Food and Agriculture Organization of the United Nations

Vacancy Announcement No: FAO/07/2014

Issued on: 30th Jan 2013
Deadline for Application: 12th Feb 2014

Position Title: Junior Human Resource Assistant

Grade Level: SC-3

Contract Type: National Personnel Project
 

Duty Station: Nairobi

Organizational Unit: FAO-Somalia

Duration: 3 Months, with possible extension
 

Eligible Candidates: Kenyans
Anticipated start date: Immediately
 
General Description of task(s) and objectives to be achieved
Under the overall guidance of the Officer in Charge (O.I.C.) FAO Somalia and the direct supervision of the Human Resources Officer, the incumbent will;
  • Play an operational and office assistance role to FAO programmes and projects and performs a variety of administrative functions of the office.
  • Carry out administrative duties, including assisting in travel arrangements, organizing meetings and events held in the country;  providing Logistical and Procurement clerical support as required;
  • Maintain a filing system of technical and administrative documents and correspondence. Assist in maintaining local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
  • Management of contracts in COIN (County Office Information Network) and HRMS (Human resources Management System). Monitoring and tracking of all transactions related to positions, recruitment, HR data, earnings/deductions, retroactivity, recoveries, adjustments and separations;
  • Organize to obtain work permits, visas, VAT exemptions, PRO-1B, UNLPs, IDs, security cards, business cards, and other pertinent documentation;
  • Management of recruitment processes including job descriptions and classification, vacancy announcement, initial screening of candidates, establishing interview panels, reviewing recommendations on recruitment. Oversight of recruitment under FAO Somalia projects;
  • Act as Secretary to the Staff Selection Committee Panel, draft, review and certification of submissions to the O.I.C. or his delegated;
  • Maintain Personnel files and HR documentation ensuring that all personnel information is on file (signed contracts, staff and dependent(s) data, PHF (Personal History Form) and copy of diplomas, UN security-related training requirements are met, medical clearance, etc.);
  • Compile, manage and maintain the annual leave planner and quarterly update;
  • Assisting in the processing of consultancy contracts.
  • Any other assigned duties as required.
Key Performance Indicators

Minimum Requirements

Education: Secondary school education. Bachelor’s degree will be an advantage.

Work Experience: Two years experience in Administration and Human Resources Management.

Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English, French or Spanish) and working knowledge of the local language(s) is required.

IT Skills:

  • Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. 
  • Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
Office Management Skills:
  • Systematic, well structured and efficient approach to work assignments. 
  • Analytical ability, accuracy and consistency. 
  • Exercise diligence and care in dealing with records and expenditures.
Interpersonal Communications and Teamwork Skills:
  • The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. 
  • Tact and courtesy. 
  • Ability to establish and maintain effective working relationships with people of different national and cultural background.  
  • High degree of self-motivation and initiative.
  • Willingness to learn and apply new analytical approaches
To Apply:

Send your application to:

Candidates are requested to submit a covering letter quoting the Position Title and Vacancy Announcement No. FAO/07/2014 along with their current/detailed Curriculum Vitae and FAO Personal Profile Form (PPF) available http://www.fao.org/employment/irecruitment-access/en/

E-mail is the preferred means of receipt and the application should be sent to [email protected]

Applications must be received by the deadline.  
Late applications will not be considered.

Only short listed candidates meeting all essential qualifications will be contacted.

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