Human Resources Assistant
World Food Programme, Johannesburg, South Africa
Closing Date for Applications:
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)
- Provide assistance on a wide range of HR queries and follow-up actions to ensure consistent and high quality HR services are delivered to clients
- Facilitate and support staff issuance of contractual conditions, entitlements, performance and training requirements, workforce etc.
- Support and deliver onboarding for new staff joining WFP, to ensure that relevant processes are followed and the conditions of terms of service are explained and understood
- Prepare a range of HR documentation required for the specific area of work (eg. employment contracts, transfer/separation letters, training related documents etc. ensuring accuracy and meeting established deadlines
- Process all incoming recruitment requests ensuring that Management approval has been obtained before proceeding with the Vacancy Announcement process
- Issue Vacancy Announcement in accordance with standard operating procedure and recruitment plans and ensure appropriate feedback is given to all candidates
- Maintain confidential staff records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.
- Liaise with other internal units/offices on HR related matters, i.e. payroll, contracts, etc. and provide necessary information in order to enable timely HR services.
- Extract and compile HR data on staff recruitment and selection, contractual conditions, entitlements, performance and training requirements, to support analysis and reporting needs.
- Use HR management systems for entering and updating a variety of HR data including assistance in monitoring various deadlines (e.g. contract expiration, PACE, etc.), ensuring compliance with the established deadlines and accuracy of HR data.
- Identify evolving needs of the Organization and recommend changes in HR processes and procedures, to support improvements in HR services
- Any 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. A post-secondary certificate in Human Resources or the related functional area is desirable.
Experience: Five or more years of progressively responsible support work experience in general administrative work, including at least two years in human resources or other related field.
Language: Fluency in English language.
KNOWLEDGE & SKILLS
- Knowledge of general HR administrative work practices and methods, gained through relevant technical training and experience.
- Good communication skills and basic understanding of HR principles and their application in order to respond to and resolve general HR queries.
- Ability to develop and maintain relationships with a wide range of individuals in order to provide a high quality support service.
- Ability to collate and compile relevant data from a variety of sources in order to produce periodic reports for supervisor(s).
- Ability to monitor and record personnel files and documentation in an organised manner and in line with compliance standards.