Administration and HR Assistant

Food and Agriculture Organization

Astana, Kazakhstan

Experience: 3 to 5 Years

Skill Required: HR and Admin

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. 

Tasks and responsibilities

  • Ensure the correct application of FAO Rules and Regulations;
  • Provide support throughout the recruitment process of Staff and Affiliate Workforce; 
  • Coordinate support services related to the employment and servicing of Staff and Affiliate workforce and initiate system-based action accordingly;  
  • Conduct pre-screening of applications and prepare analysis of the longlisted and shortlisted candidates for hiring managers review; set up interview panels and organize interviews; assist during the interviews process, and follow-up the recruitment process of consultants;
  • Prepare selection reports (Staff and Affiliate workforce) after interviews;
  • Collaborate with the preparation of the Terms of Reference (TORs) and VAs for Staff and Affiliate workforce;
  • Assist in processing of monthly time cards (OTL) in GRMS, follow up on payment inquiries and OTL revisions;
  • Assist in monitoring regular updates of Government of Kazakhstan website on revisions/amendment of local laws and regulations , which govern the NPP contract type of FAO and prepare up-to-date guidance notes in accordance with it ;
  • Collect and research background information; update organization charts and staffing tables for internal use; draft correspondence, reports and statistics related to all human resources functions as appropriate; 
  • Assist in carrying out hiring and termination processes of Affiliate workforce, initiate required HR actions (ePPR), funding change, and etc;
  • Assist in preparation of annual HR plans under FEKAZ office;
  • 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);
  • 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;
  • Conduct monitoring of the completion of mandatory training of FEKAZ personnel
  • 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 action;
  • 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/consultants travel

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, Russian and Kazakh
  • National of Kazakhstan or resident in the country with a regular residence/work permit in Kazakhstan

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