This recruitment process is targeting Egyptian nationals only
This position will be a service contract on SB-2, Peg 3.
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders may either perform administrative support functions in the front office and report to the Business Support Associate, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate. In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, Chief, or the designate.
At this level, work is carried out under minimal supervision. Job holders are expected to produce organised and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.
JOB PURPOSE
To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.
KEY ACCOUNTABILITIES (not all-inclusive)
- 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, ensure staff members are well informed about their contract modalities, entitlements and benefits.
- Check and maintain personnel files for all staff, ensuring all documentation is complete;
- maintain and update confidential personnel information and documents, and ensure relevant documents are kept in their respective files
- Assist the HR team in monitoring and maintaining the contractual status of all staff to ensure the timely preparation and issuance of contract renewals and personnel action forms
- Monitoring the staff attendance, and assist in creating the monthly attendance report
- Provide assistance in payroll:
- follow up with staff members on their attendance sheets
- assist in overtime / deductions calculations
- compile the data in the attendance sheet and review against the attendance sheets
- Draft various HR documentation required for the specific area of work (e.g. employment contracts, HR letters, Visa letters, training-related documents, etc.) ensuring accuracy and meeting established deadlines
- Provide support in the recruitment process:
- Assist in drafting vacancy announcements
- Handling all logistics for the exams & interviews,
- Coordinating interviews, exams appointments, update the applicants on their status,… etc
- Assist in the first screening of CVs
- Provide assistance and respond to staff queries, follow up on actions, to ensure consistent and high quality HR services are delivered to staff
- Follow up and assist staff members and supervisors to finalize and submit the performance evaluations on a timely manner.
- perform other duties as required
OTHER SPECIFIC JOB REQUIREMENTS
- Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
- Knowledge of work routines and methods in order to complete processes under minimal supervision.
- Uses tact and courtesy to give and receive information to a wide range of individuals.
- Ability to identify data discrepancies and rectify problems requiring attention.
- Ability to offer guidance or basic on-the-job training to more junior staff
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.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. University Degree in related functional area is desirable.
Experience: Four or more years of progressively responsible work experience in Human Resources, Administration or any related field, Or one year on L3, Business support assistant.
Language: Fluency (level C) in English language and the duty station’s language, Arabic. Knowledge of other UN languages is an advantage.
DEADLINE FOR APPLICATIONS: Deadline for submitting applications is on the 2nd of May 2017
More Information
- Job City Cairo
