Business Support Assistant (HR/Admin) G5 At World Food Programme

Job Title: Business Support Assistant (HR/Admin)
Grade: General Service (GS-5)
Type of contract: Fixed-Term Appointment
Duration: 1 year, renewable
Duty Station: Thimphu, Bhutan
Vacancy Number: 830628
Date of Publication: Monday 4th December 2023
Deadline of Application: Monday 18th December 2023
This vacancy announcement is for Nationals from CO Bhutan.

KEY ACCOUNTABILITIES
Reporting to the Head of Office, the Business Support Assistant will be responsible for the following duties (not all-inclusive)
HR responsibilities:

• Respond to general HR queries and follow up actions in line with the applicable rules and regulations, to ensure consistent and high-quality HR services are delivered to clients.
• Contract management and benefits administration – monitor contract expiry, renewal and applicable entitlements and benefits are timely administered and ensure actions are timely processed; a range of HR documentation e.g. employment contracts, appointment/extension/separation actions/training-related requirements are initiated and accurately drafted in line with policies and procedures by the established deadlines.
• Prepare monthly payroll, ensure correct application of health insurance and dependency benefits, calculate, and verify overtime and maintain attendance and leave records by the established deadlines.
• Provide assistance in all talent acquisition process related to the recruitment under different contract types.
• Implementation of recruitment processes including drafting job description, provision of input to job classification process, drafting vacancy announcement, screening of candidates, participation in interview, as required, onboarding of new staff etc. Use corporate on-line recruitment tools and systems (E- Recruitment).
• Provide guidance and briefing of staff on WFP mandatory trainings, learning and development tools and systems and provide on-the-job training to other staff on Performance management and other HR areas to support their development and increased knowledge of HR systems and procedures required to perform their duties.
• 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.
• Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.

Administrative responsibilities:

• Check and verify the provision of a range of services, including facilities and light vehicle management, protocol, inventory and assets management database etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
• Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
• Conduct annual physical count of all the assets in the Asset Management Database.
• Maintain and record incoming and out-going mails.
• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Provide administrative support to the Head of Office which includes scheduling and coordinating appointments, meetings and any other duties supporting the Head of Office.
• Provide administrative and logistical support in various activities as well as workshops and meetings/missions.
• Contribute to improvement of business procedures and processes.
• Perform other related duties as required.
• Act as alternate in the absence of Budget and Programming Associate or the Finance assistant

STANDARD MINIMUM QUALIFICATIONS
EDUCATION
• Completion of secondary school education. A first degree or specialization in HR would be an added advantage.
WORK EXPERIENCE
• five or more years of progressively responsible work experience in the field of human resources and administration in a multinational corporation/ organization.
KEY COMPETENCIES
Knowledge & Skills:
• Strong number orientation
• Expertise in advance MS Office. Word, Excel, Power Point is required.
• Working knowledge of ERP systems (such as SAP) would be an added advantage.
LANGUAGE
• fluency in oral and written English language (level C) and Dzongkha.

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.

ABOUT WFP
The United Nations World Food Programme (WFP) is the world’s largest humanitarian organization, 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
WFP’s Regional Bureau for Asia and the Pacific in Bangkok, Thailand oversees operations in 17 country offices including the Pacific, reaching 30 million people with assistance. The portfolio of our work ranges from humanitarian aid in Afghanistan, to school meals in Cambodia and Laos, supporting government, social protection schemes in India and Pakistan, climate change adaptation in Nepal and Sri Lanka, nutrition for mothers in Bangladesh and Timor-Leste, to emergency preparedness in Indonesia and the Pacific.

WFP is committed to diversity and inclusion within its workforce. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. All selected candidates will, undergo rigorous reference and background checks.
No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.