Administrative Assistant (Human Resources)
Job Posting : 15/Apr/2019
Closure Date : 29/Apr/2019, 11:59:00 PM
Organizational Unit : FAO Representation in Ethiopia (FRETH) – Country Office
Job Type : Non-staff opportunities
Type of Requisition : NPP (National Project Personnel)
Grade Level : N/A
Primary Location : Ethiopia-Addis Ababa
Duration : Six months with possibility of extension subject to satisfactory performance and availability of funds
Post Number : N/A
FAO seeks gender, geographical and linguistic diversity in order to best serve FAO Members in all regions.
Qualified female applicants are encouraged to apply.
People with disabilities are equally encouraged to apply.
All applications will be treated with the strictest confidentiality.
Organizational Setting
The Food and Agriculture Organization (FAO) of the United Nations is the specialized agency of the United Nations for food, nutrition, agriculture, and forestry. FAO’s global vision is for a world free from hunger and malnutrition where food and agriculture contribute to improving the living standards of all, especially the poorest, in an economically, socially and environmentally sustainable manner. Achieving food security for all is at the heart of FAO’s efforts – to make sure people have regular access to enough high-quality food to lead active and healthy lives.
The mission of the Food and Agriculture Organization of the United Nations (FAO) is to work to eradicate hunger and promote global food security together with balanced and complete nutrition. Our mandate is to raise levels of nutrition, improve agricultural productivity, better the lives of rural populations and contribute to the growth of the world economy.
Our three main goals are: the eradication of hunger, food insecurity and malnutrition; the elimination of poverty and the driving forward of economic and social progress for all; and, the sustainable management and utilization of natural resources, including land, water, air, climate and genetic resources for the benefit of present and future generations.
FAO Representation to Ethiopia (FRETH) has various sub-offices across the country and is implementing a number of projects, often in the most inaccessible areas. The FAOR Ethiopia office is co-located with the Sub-regional office for Eastern Africa (SFE) in Addis Ababa and together account for more than 150 personnel. The Administrative Support Services (ASS) unit provides support to both FAO offices and the HR sub-unit is responsible for the provision of client-oriented HR services, consistent with FAO policies and procedures in an effective and efficient manner.
Reporting Lines
The position is located at FAO Ethiopia Country Office and under the general guidance of the FAO Representative in Ethiopia, the overall supervision of the Senior Administrative Officer and direct supervision of the Senior Administrative Assistant (Human Resources), in the HR Unit.
Technical Focus
The provision of human resources related support services ensuring high quality, accuracy and consistency of work.
Tasks and responsibilities:
- Support the recruitment of local personnel [i.e. Personal Service Agreement (PSA), National Project Personnel (NPP), etc.] for all programmes and projects (SFE and FRETH), liaising with relevant officers; submit electronic Personnel Processing Requests (ePPR) through Global Resources Management System (GRMS) for approval, ensuring that the appropriate contract type is entered, and prepare corresponding local personnel contracts;
- Liaising with relevant officers, ensure that terms of reference (TOR) for local personnel (PSA, NPP) are prepared following the approved TOR format, and with clearly defined result-based duties and outputs;
- Ensure Note for the File (NFF) is prepared and approved for all short term locally recruited short term personnel;
- Support the preparation and advertisement of Vacancy Announcements using standard formats and following relevant guidelines for the recruitment of personnel; compile and collate applications received for various PSA and NPP positions;
- Contribute to the local personnel database by inserting (and updating) details of personnel contracts issued for all programmes and projects (SFE and FRETH), including contract beginning and ending dates;
- Process Separation Clearance form for local personnel (PSA, NPP) requiring termination of services;
- Ensure Quality Assessment Reports are completed by supervisors on time for local personnel (PSA, NPP) as a prerequisite for extension of contractual services;
- Ensure timecards for local personnel recruited under all programmes and projects; and international consultants for the Country Office (when required) are submitted and approved in a timely manner through the Global Resources Management System (GRMS). Monitor the receipt and clearance of consultants’ reports, if required, to facilitate processing of time cards;
- Serve as alternate secretary to the Personnel Selection Committee for national NSHRs;
- Provide administrative support to the recruitment of international consultants during the absence of the personnel assigned;
- Act as focal point for the eFile system and ensure maintenance of proper filing system (both manual & electronic) for HR records and documents including archives;
- Assist in the coordination of FAO Language exams for all staff and invigilate as may be required
- Assist in the monthly updates of staff for both SFE and FAOR Ethiopia offices for update of the FAO Telephone directory, UNDSS staff list, Office space plan etc.;
- Draft correspondence related to assigned duties;
- Perform other related duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
- Secondary school education supplemented by relevant training in Human Resources Management, Administration and related fields. University degree is desirable but it is not a requirement.
- Four years of progressively responsible work experience in HR, business or public administration and office management.
- Knowledge of human resources issues, principles, and the ability to apply knowledge of HR management.
- Fluency in both oral and written communication in English. Working knowledge (level C) of English and working knowledge of the local language is required.
- Proficient in the use of office equipment and MS Office applications, Internet and office technology equipment.
- National of Ethiopia
FAO Core Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Selection Criteria
- Extent of experience in Human Resources, general administration and experience with the UN and international organization is desirable.
- Knowledge of FAO/UN personnel guidelines and regulations and administrative procedures will be an added advantage.
- Ability to operate MS Office applications, web based management systems; Advanced knowledge of spreadsheets and database packages.
- Demonstrates confidentiality, integrity and high ethical standards.
- Ability to clearly communicate in English (written and spoken).
- Client orientation and ability to use tact and courtesy in communication with a wide range of individuals.
Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.
Candidates are requested to attach a letter of motivation to the online profile. Vacancies will be removed from the recruitment portal at 23:59 Central European Time (CET) on the deadline for applications date. We encourage applicants to submit the application well before the deadline date. If you need help, or have queries, please contact: [email protected]
FAO IS A NON-SMOKING ENVIRONMENT
More Information
- Job City Addis Ababa
