UN World Food Programme Business Support Assistant (HR) Jobs in Ethiopia

UN World Food Programme Business Support Assistant (HR) Jobs in Ethiopia


About WFP

  • Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships and 92 planes on the move, delivering food and other assistance to those in most need.

  • Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid and special operations.

  • WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school.

    Organizational Context

  • This job is found in WFP Jijiga Area Office. Job holders may either perform administrative and Human Resources support functions in the office and report to the HR Assistant, HR Officer 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

  • Gather information with clear direction to support the drafting of documents and preparing reports by other staff.

  • Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.

  • Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.

  • Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.

  • Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.

  • Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.

  • Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.

  • Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.

  • Perform any other duties as required.

    Standard Minimum Qualifications

  • Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

  • Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

    Knowledge & Skills:

    • 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.

  • Language: Fluency in both oral and written communication in English and Somali Language. Knowledge of other local languages is added advantage.

    Other Specific Job Requirements

  • In coordination with the HR unit in Jijiga and Addis
    Ababa, responsible for key HR activities at the Area-Office level including but not limited to advice to employees on their overall contractual status and entitlements, support to the recruitment process through invigilating written tests, arrangements for interviews and ensuring process and documentation are in line with applicable rules for local recruitments such as casual labour and enumerators.

  • Make necessary administrative arrangements to prepare for the arrival of new employees and provide them with a welcome/ orientation briefing.

  • Responsible for timely and accurate time management for all Area Office/Sub-Office’s employees. This includes maintaining records of staff absences, updating the monthly attendance report, advising employees of their leave balances, consolidating accurate danger pay & overtime entitlements as applicable.

  • Provide support and guidance to employees to obtain or renew UN ID cards and visas for official travels.

  • Facilitate coordination for medical referrals and travels as required.

  • Maintain up-to-date confidential personal files for all employees.

    4Ps Core Organisational Capabilities

    Purpose

  • Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.

  • Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).

  • Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.

  • Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

    People

  • Look for ways to strengthen people's skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.

  • Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.

  • Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.

  • Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

    Performance

  • Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.

  • Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.

  • Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.

  • Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

    Partnership

  • Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.

  • Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.

  • Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.

  • Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

    How to Apply

  • For more information and job application details, see; UN World Food Programme Business Support Assistant (HR) Jobs in Ethiopia


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