• Organization: UN WFP - World Food Programme
• Location: Zimbabwe (Zimbabwe)
• Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
• Occupational Groups:
• Human Resources
• Administrative support

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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT WFP

The United Nations World Food Programme 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.

ORGANIZATIONAL CONTEXT

This job is based at the Zimbabwe Country Office. The job holder reports to the HR Associate and the HR Officer.

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)

 Within delegated authority, the successful person will be part of team and will be required to perform the following duties:

• Extract and input data from different sources in the human resource database;
• Ensure that salary, overtime, hours of work, leave policy, entitlement, health insurance and detailed Terms of Reference are comprehensively included within the body of all Letters of employment offers;
• Review supporting documentation for processing various actions,
• Answer various enquires and supply readily available information from office files, databases, working closely with other offices as appropriate;
• Verify benefits and other human resources related claims for accuracy and conformance with personnel rules and regulations;
• Draft routine correspondence and initiate process for the preparation of all staff support documentation (visas, identification, bank accounts, etc);
• Assist supervisor(s) in auditing the contractual status of all employees on various appointments;
• Ensure the timely preparation and issuance of contract renewals and personnel action forms.

KEY ACCOUNTABILITIES CONTD

• Check and maintain attendance registers, leave reports, and other forms and reports;
• Ensure that physical and online personnel files for all staff are maintained and all documentation is complete;
• Update confidential personnel information and documents, and ensure relevant documents are kept in their respective files;
• Search for, retrieve, compile, assemble and archive statistical data from computer files, records, reports or from other sources for external use;
• Collect and maintain information on commercial, private and inter agency training schedules and institutions (course schedules, curricula, and cost);
• Assist in drafting administrative reports; routine correspondence; arrange for briefings and debriefings and take notes at meetings;
• Keep abreast of WFP issued human resource and personnel policy manuals, rules, regulations, guidelines, and circulars.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. Possession of a Diploma or Degree in Human Resources Management, Social Sciences or other relevant qualification will be a distinct advantage.

Experience:Four 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.

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.

Must have training and/or experience utilizing computers, including word processing, spreadsheet and other standard software packages and systems.

Language: Fluency in both oral and written communication in English language. Fluency in Shona or Ndebele.

RESULTS EXPECTED:

• With initiative and judgement produces organized, accurate and well detailed records well analysed data
• Addresses unforeseen situations seeking advice and direction from supervisor, as required.
• May assign work to staff in lower grades.

CRITICAL SUCCESS FACTORS

• Ability to review a variety of data, identify and adjust data discrepancies.
• Identify and resolve operational problems with substantial independence.
• Ability to acquire or give factual information of a non-routine nature involving interpretation of facts and requiring clarity of expression.
• Ability to perform detailed work, frequently of a confidential nature and/or to handle a large volume of work systematically, optimally and accurately.
• Ability to train other staff regarding relevant work responsibilities.
• Ability to work and contribute to a team and coordinate assignments to achieve common goals.
• Ability to deal patiently and tactfully with people of different national and cultural backgrounds.
• General knowledge of UN system policies, rules, regulations and procedures governing human resources administration will be an asset.