Business Support Assistant (HR) - SC4 - Manila

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WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees.

We encourage qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity, and disability.

ABOUT WFP

The United Nations World Food Programme (WFP) is the world's largest humanitarian agency fighting hunger worldwide and working in 123 countries and territories. WFP is well known for its ability to deliver food assistance rapidly to people in need. To respond effectively in the challenging contexts in which WFP operates, staff require sound knowledge of the fundamentals of emergency and transition programming, as well as skills in specialized areas. WFP was the recipient of the 2020 Nobel Peace Prize awarded for its efforts to combat hunger, for its contribution to bettering conditions for peace in conflict-affected areas and for acting as a driving force in efforts to prevent the use of hunger as a weapon of war.

The World Food Programme’s engagement in the Philippines is constantly evolving. Initially commencing operations in the 1960s, WFP officially re-established its presence in 2006 to support the peace process in Mindanao, to provide life-saving food assistance in emergencies and to develop programmes to improve nutrition and the overall quality of life of people vulnerable to food insecurity. Since 1 March 2024, WFP has been implementing the 2024-2028 Country Strategic Plan (CSP) to support the Government of the Philippines in i) addressing food insecurity, ii) reducing malnutrition and iii) strengthening the resilience of vulnerable populations. In the CSP, WFP identified three outcomes and five main activities:

Strategic outcome 1: By 2028, communities exposed to shocks and stressors in the Philippines are better able to meet food, nutrition and other essential needs with inclusive and equitable emergency preparedness and response capacity at the national and local levels.

Strategic outcome 2: By 2028, communities vulnerable to food and nutrition insecurity in the Philippines are more resilient and can better manage risks affecting human capital gains and food systems, inclusively and equitably.

Strategic outcome 3: The Government and partners in the Philippines access WFP services that augment their interventions, upon request.

JOB DETAILS

JOB TITLE: Business Support Assistant (HR) TYPE OF CONTRACT: Service Contract JOB GRADE: SC-4 NO. OF OPENINGS: 1 UNIT/ DIVISION: Human Resource DUTY STATION: Manila CONTRACT DURATION: 12 months with the possibility of an extension VACANCY REFERENCE NO: 833149 REMUNERATION*: Php 46.000/00+ DATE OF PUBLICATION: 30 May 2024 DEADLINE OF APPLICATION: 13 June 2024 (11:59 pm)

*Salary package includes comprehensive medical insurance which can be extended to eligible dependents, social security, and leave entitlements.

This position is open to Filipino nationals only

ORGANIZATIONAL CONTEXT

The Business Support Assistant (HR) will be working under the supervision of the Human Resources Officer and in close coordination with other HR team members.

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)

Within the assigned unit and delegated authority, the Business Support Assistant (HR) will be responsible for the following duties:

Provide administrative support in the recruitment process by preparing the publication of vacancy announcement in WFP e- Recruitment system, sorting of applications, arranging written test and interviews, preparing all the required recruitment documentation, sending communications to candidates, contacting previous employers for reference checks and any other related activities as assigned.

Carry-out pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with WFP Medical Team on medical clearances, issuance of new hire/new arrival Information package, coordination of orientation sessions, arrangement for security briefing, inclusion in insurance plans as appropriate, creation of personal file, etc.

Perform assigned role(s) by creating and updating staff’s profile in the WFP Information Network and Global Systems (WINGS) paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions, and other related documentation.

Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.

Ensure personnel files are complete, filed, and up-to-date. Maintain and track e-filing of personnel file

Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.

Assist in Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.

Respond to general inquiries regarding Human Resources policies, instructions, and procedures.

Check and maintain attendance registers, leave reports and other forms and reports and assist in timekeeping and payroll processing for national staff under Service Contract and Special Service Agreement contract modalities.

Assist supervisor in monitoring the contractual status of all staff on various appointments based in immediate location or within the office’s mandate; monitor within grade service increment schedules and ensure the timely preparation and issuance of contract renewals and personnel action forms;

Ensure that human resource and personnel policy manuals, rules, regulations, guidelines, and circulars, are updated to all staff and filed regularly;

 Perform other related duties and responsibilities as required.

STANDARD MINIMUM QUALIFICATIONS

Education:   

Candidates should have completed secondary education, a bachelor's degree in human resources, business administration, psychology, or a related field is preferred.

Experience:   

- At least four (4) years of progressively responsible experience in Human Resources Management is required.
- Experience in recruitment, contract administration, training, staff development, counseling, etc. is very relevant.
- Experience in SAP is a distinct advantage.
- Prior work experience with international humanitarian organizations, non-government or government institutions/organizations in a multi-cultural setting is an advantage.

Knowledge and Skills 

- Human Resources Management and personnel administration skills.
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, Outlook, Teams 
- Proficient in Canva, and Visio is an advantage.
- Excellent writing and oral communication skills.
- Attention to detail, ability to organize paperwork in a methodical way.
- Discreet, details and clients-oriented, patient and willingness to learn new things.

Language: Proficiency in both written and spoken English

WFP LEADERSHIP FRAMEWORK

All WFP Employees are expected to demonstrate the competencies and standards of behavior aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:

Leading by example with integrity, Driving results and delivering on commitments, Fostering inclusive and collaborative teamwork, Applying strategic thinking, Building and maintaining sustainable partnerships.