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
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
• 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.
Education:
Secondary school education or equivalent commercial school. Diploma level education, including or supplemented by courses in general administration/travel operations or related training will be an advantage.
Work Experience:
Two years of clerical, administrative, logistics and travel operations 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(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.
How 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 HR-Somalia@fao.org Applications must be received by the deadline. Late applications will not be considered. Only short listed candidates meeting all essential qualifications will be contacted.
