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.ย
FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.
The Human Resources Division (CSH) provides HR strategies, policies, tools, guidance and oversight to FAO Offices worldwide to ensure that the Organization attracts, develops and retains a diverse, skilled and highly motivated workforce, delivering on the mandate of the organization. Over the next years CSH will focus on developing and implementing a people centered strategy, and positioning HR as a strategic partner contributing to the achievement of the mandate of FAO. The Human Resources Division is composed of two main clusters, (i) the Integrated Talent Management cluster, providing advice and managing position management, recruitment, mobility, staff development and training, performance management and social security; and (ii) the HR Strategy and Policy cluster providing HR strategic guidance, policy and oversight.ย
The post is located under the (i) cluster in the Social Security Branch (CSHS) at FAO headquarters in Rome, Italy.
CSHS coordinates and provides advice and information on pension, social security and insurance schemes and provisions for FAO. It administers the United Nations Joint Staff Pension Fund (UNJSPF) on behalf of FAO current and former staff members, investigates requests for recognition of accidents/illnesses as Service-Incurred, administers related compensation benefits and manages medical and other insurance plans offered to FAO staff, consultants and other non-staff and retirees.
Main Purpose
The Human Resources Assistant performs a variety of routine functions in support of human resources transactions. He/ she assists in providing guidance and advice in the application of policies, rules and procedures and supports sound human resources practice.
Supervision Received/Exercised
The Human Resources Assistant reports to the Human Resources Officer. He/she acts independently on routine matters and consults with his/her supervisor(s) on new and/or more complex issues and procedures. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
Working Relationships
The Human Resources Assistant collaborates with colleagues across the work unit, engages with interlocutors from social security functions, and assists immediate clients, supporting the effective and efficient delivery of human resources services.
Key Functions/Results
โข ย ย Review, answer and follow-up on standard requests, enquiries and claims regarding human resources matters; provide readily available information from office files and databases.
โข ย ย Assemble and review supporting documentation for processing various human resources actions relating to recruitment, staffing, organizational design, staff development and learning, policy and/or social security.
โข ย ย Assist in the recruitment process of all categories of staff and non-staff including the preparation of vacancy announcements; communicate with applicants and prepare offers/terms of employment.
โข ย ย Assist supervisor(s) in monitoring the contractual status of staff on various appointments; assist in the timely preparation and issuance of contract renewals and personnel action forms.
โข ย ย Check and maintain attendance records, leave reports, DSA forms and other documentation and reports for staff and non-staff.
โข ย ย Maintain personnel and/or position management files for staff, ensuring all documentation is complete; maintain and update confidential information and documents, and ensure relevant documents are kept in their respective files.
โข ย ย Search for, retrieve, compile, assemble and archive a variety of human resources statistical data from questionnaires, publications, surveys, research projects, websites, reports, databases, etc, for internal and external use as required.
โข ย ย Draft routine correspondence; assist in the preparation of administrative reports; assist with briefings and debriefings; take notes at meetings.
โข ย ย Perform other duties as required.
Impact Of Work
The incumbent's work impacts on the timely and efficient delivery of human resources services and on the overall output of the work unit.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education.
Experience: Three years of relevant experience in administrative and/ or human resources support work.
Languages: Working knowledge (proficiency - level C) of English.ย
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.
Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. \"Commuting distance\" means the distance within which staff members can travel daily between their place of work and their residence.
Competencies
โข ย ย Results Focus
โข ย ย Teamwork
โข ย ย Communication
โข ย ย Building effective relationships
โข ย ย Knowledge Sharing and Continuous Improvement
Technical Skills
โข ย ย Good knowledge of relevant corporate human resources policies and procedures.
โข ย ย Good knowledge of corporate computerized administrative systems.
โข ย ย Good knowledge of communication and documentation standards.
โข ย ย Ability to handle and document confidential information with care and accuracy.
โข ย ย Proficiency in drafting, compiling, formatting and maintaining documentation, reports and statistics.
Desirable Qualifications And Skills
โข ย ย Experience and knowledge of social security with exposure to administration of medical insurance plan(s).
โข ย ย Familiarity with corporate ERP (enterprise resource planning) systems and HR reporting and data analytics tools.
โข ย ย Experience in the application of the Staff Regulations - Rules and Administrative Procedures of UN Common system organizations or equivalent large scale international Organizations