Human Resources Assistant at United Nations World Food Programme (WFP)

Application ends: July 1, 2022
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Job Description

ABOUT WFP

United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

 

Brief description of WFP in Uganda

WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Uganda with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.

As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.

ARE YOU UP TO THE CHALLENGE?

We are seeking a qualified individual for the positions of Human Resource Assistant G5 to be based in Kampala. The selected candidate will be employed on a Fixed Term Contract

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs) and Headquarters (HQ). The job holders report to an HR Officer or the designate.
At this level job holders are expected to take responsibility for the completion of a full range of HR activities requiring some interpretation of standard guidelines and practices. Job holders are able to recommend a course of action within their area of expertise and may provide guidance to other staff.

JOB PURPOSE

To perform a range of HR tasks to support accurate implementation of WFP policies and procedures and facilitate the effective functioning of a client-focused and strategy-oriented HR services.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Human Resources Officer, the incumbent will be required to undertake the following tasks: –

1. Coordinate with the internal units/offices on HR related functions, i.e., learning & development, performance management, maintain HR information management systems, payroll, contracts, etc. and provide necessary information to enable timely execution HR services.

2. Draft various HR related documentation, in line with HR policies and procedures; as well as being keen on accuracy and meeting established deadlines

3. Coordinate employee engagement activities for example General Staff Meetings (GSM), HR related surveys, staff wellness initiatives, HR related sessions, etc.

4. Respond to HR related inquiries /queries and escalate where appropriate, to provide timely services to clients.

5. Support processing and managing routine administrative and financial tasks to contribute to the effective and timely management of resources.

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

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

Key Accountabilities 1/1

8. Provide assistance on general HR queries and follow up actions, to ensure consistent and high-quality HR services are delivered to clients.

9. Extract and compile HR data to support analysis and reporting needs.

10. Provide guidance and on-the-job training to other staff, to support their development and increased knowledge of HR systems and procedures required to perform their duties

11. 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.

12. Support staff deployment and related administrative actions including preparation of basic reports, to facilitate efficient HR service enabling WFP to respond quickly to a crisis.

13. Oversee the maintenance of confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.

14. Any other duties as may be assigned by the supervisor from time to time

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.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level
Internal Controls & Compliance Utilizes understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance and ensure data integrity.
Performance Budgeting, Reporting & Analysis Analyzes budgets and forecasts to support the development of recommendations for senior leadership on financial and business planning matters in accordance with Value for Money principles.
Resources Management (People, time, assets, etc.) Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders.
Financial Management & Accounting Principles Applies knowledge of financial and accounting principles and practices to ensure compliance with WFP policies, applicable procedures and accounting standards.
Supply Chain and Operations Knowledge Applies working knowledge of WFP programme and supply chain principles to develop and/or review project budget plans.

OTHER SPECIFIC JOB REQUIREMENTS

Knowledge & Skills:

– Ability to maintain confidentiality

– Ability to work with teams remotely

– Ability to quickly build credibility with internal stakeholders

– Ability to work well with a diverse team and demonstrated business partnering skills

– Creative problem solver, flexible and constructive approach

– Ability to prioritise multiple stakeholder requests.

Languages: Working knowledge of English

STANDARD MINIMUM QUALIFICATIONS

 A University degree in Human Resource Management, Public or Business Administration, Industrial /Organizational Psychology, or any other related field, attained from a recognized institution.

 At least five (5) years of relevant working experience in Human Resources management and development, administration, gained from reputable organizations.

 Proficiency in both oral and written English is essential.

 Good working knowledge and experience using MS Office applications and HR Information Management Systems

DEADLINE FOR APPLICATIONS

1st July 2022