Job holders may either perform administrative support functions in the front office, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, or the designate. In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, or the designate.
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.
KEY ACCOUNTABILITIES (not all-inclusive)
- Provide support in the recruitment processes such as:
- Assist with drafting vacancy announcements; the recruitment process by shortlisting/ screening of applications; in developing and maintaining roster, where relevant
- Support recruitment logistics for the exams & interviews and update applicants on their status etc.
Performance Management: Assist HR staff to ensure timely submission of performance evaluations.
Support Learning & Development Team by:
- Consolidate and Compile training requests from various units
- Develop and maintain accurate and easily accessible records and processes for all learning and development activities
- Assist with periodic reporting such as; creating and maintaining training activity records, updating training records and ensuring information is accurate and up-to-date.
HR Administration and Shared Services:
- Assist the HR team in monitoring and maintaining the contractual status of staff to ensure the timely preparation and issuance of contract renewals and other actions
- Draft HR letters, Visa letters, training-related documents, etc. ensuring accuracy and meeting established deadlines
- Maintain and update confidential personnel files; ensuring all documentation are up to date.
- Provide administrative support on a range of HR activities in the areas of work allocated by the professional officer
- Assist HR Assistants in maintaining compensatory time off and overtime records
- Facilitate communication by following up with various units to obtain necessary signatures on NFRs, contract etc
- Perform other duties as required.
4Ps CORE ORGANISATIONAL CAPABILITIES
- 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.
- 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.
- 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.
- 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.
STANDARD MINIMUM QUALIFICATIONS
- Education: Completion of secondary school education.
- Experience: Two 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 written and spoken English and Turkish.