Administration and HR Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives.
Administration and HR Assistant will be assigned in Astana, Kazakhstan and will provide support to the FAO Partnership and Liaison Office in the Republic of Kazakhstan.

Reporting Lines

Administration and HR Assistant will work under the overall supervision of Head of the Country office and will receive day-to-day guidance of Programme Officer/Team Leader. 

Technical Focus 

Provide administration and HR assistance to the FAO Partnership and Liaison Office in the Republic of Kazakhstan. 

Tasks and responsibilities

•    Ensure the correct application of FAO Rules and Regulations.
•    Support the overall hiring plan for hiring of national and international affiliate workforce.
•    Develop and/or review Terms of Reference (ToR) of affiliate workforce and ensure compliance with current standards and regulations.
•    Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
•    Organize and facilitate the selection process, including coordinating interviews with the selection panel and preparing reports on evaluated candidates.
•    Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
•    Supervise the validity of contracts for national and international affiliate workforce in and take appropriate measures in coordination with supervisors for renewal or termination as necessary.
•    Provide administrative support, including recording worked hours for the payment of fees to national and international consultants and other related tasks. Assist Accounts Payable on clearances of consultants’ honoraria payments, providing details performing necessary accounting adjustments (management of timesheets and timecards of RP and project consultants).
•    Collaborate in implementing actions to promote a respectful and harmonious work environment, aligned with the organization's values and commitments.
•    Facilitate knowledge exchange and best practices within the office, promoting collaboration, continuous learning, and innovation.
•    Conduct monitoring of the completion of mandatory training of FEKAZ personnel.
•    Assist in the performance evaluation process of national and international consultants, providing logistical and administrative support for the preparation and recording of their performance evaluation reports (QAR).
•    Maintain confidentiality and handle sensitive information with discretion. 
•    Review, maintain and update confidential personnel information, records and files; ensure completeness and accuracy of records and that follow-up system on actions are taken.
•    Investigate and resolve payment inquiries in collaboration with finance staff; prepare payment instructions.
•    Make administrative arrangements for the project and perform administrative duties to ensure security.
•    Provide guidance and advice on travel rules and procedures in consultation with SSC/ Divisions/ Field Office staff.
•    Under the guidance of SEC or REU administrative units supports in processing travel authorisations, ePPRs for office support services (travel, utilities, office consumables etc); Travel Authorisations (TA), in accordance with the organization’s rules and policies; verify required travel documents are submitted for staff and consultants under FEKAZ; travel expense claims, in accordance with the organization’s rules and policies; verifying travel performed against appropriate entitlements for staff and consultants under FEKAZ.
•    Identify, review and claim refunds of travel costs from travel agents or travellers and take necessary follow up actions.
•    Provide travel assistance to staff and consultants on a day-to-day basis for travel arrangements and entitlements based on the organization’s rules and policies; if available, liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travels.
•    Brief/de-brief staff members and consultants on issues relating to related administrative matters such as visas, security clearance, documentation procedures, etc.
•    Extract, input, maintain and verify correctness of travel records in the organization’s corporate travel system to ensure proper accounting transactions related to travel costs and staff/consultant’s travel. 
•    Perform other tasks as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree in business administration, human resources, law, accounting or a related field.
•    At least three years of relevant experience in administration, human resources, or a related field such as personnel management, organizational development, or office management.
•    Working knowledge of English and Russian. 
•    National of Kazakhstan or resident in the country with a regular residence/work permit in Kazakhstan.

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills 
 
•    Work experience in more than one location or area of work.
•    Good knowledge of the MS Office applications, Internet and office technology equipment. 

Selection Criteria

•    Working knowledge of Kazakh is an asset.