HR Assistant

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Job Description

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

Despite the economic growth of the last decade, the level of food insecurity has been stagnant over the past five years in Armenia. Currently, due to the recent developments and influx of around 100,000 Armenians, the situation has been deteriorating for a very large amount of people, demonstrating significant disparities and uneven territorial development in Armenia.

In response to these challenges, WFP Armenia Country Strategic Plan (CSP) 2019 – 2025, building on past and current experience gathered in the implementation of its flagship activity since 2010, foresees significant strategic investment in the establishment of a comprehensive and strategic response to food insecurity, malnutrition, and poverty. The four main pillars of WFP’s CSP 2019 – 2025 will be the continuation of its school feeding programme with a clear handover strategy for full ownership of the programme by the Government of Armenia by 2023; the establishment of effective and sustainable, nutrition-sensitive food value chains; support the Government in tackling malnutrition; and emergency preparedness and response. Capacity strengthening will be a cross-cutting effort at all levels and will be key to ensuring the sustainability of the programmes and activities.

In light of the implementation of the above-mentioned range of activities, the increasing number of capacity building and staff development within WFP as well as considering the growing workload in the HR unit, as well as Organisational Review and Alignment Exercise recommendation, WFP Armenia needs HR assistant at SC-5 level instead of prior SC-4 Business Support Assistant (HR) role. The role-holder will manage day-to-day HR activities, staff inquiries, and transactions, will implement new strategic and workforce building and development activities as well as will support the accurate implementation of WFP policies and procedures, and facilitate the effective functioning of client-focused and strategy-oriented HR services for the Country Office.

KEY ACCOUNTABILITIES/RESPONSIBILITIES:

Under the overall guidance of the Country Director and direct supervision of the HR Officer, the HR Assistant will perform the following duties and responsibilities in the Country Office (but not limited to):

Assist with general HR queries and follow-up actions, to ensure consistent and high-quality HR services are delivered to clients;
Provide guidance and on-the-job training to other staff, to support their development and increased knowledge of HR systems and procedures required to perform their duties;
Liaise with other internal units/offices on HR-related matters, i.e. payroll, contracts, etc. and provide necessary information 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;
Provide administrative support in various HR activities in the areas of work allocated by the professional officer including onboarding of new staff members in compliance with relevant processes and procedures;
Maintain confidential personnel records, HR databases, and archives, to ensure data and files are accurately stored and updated in compliance with the established standards;
Draft various HR documentation required for the specific area of work (e.g. employment contracts, transfer letters, training-related documents, etc.) ensuring accuracy and meeting established deadlines;
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;
Support staff deployment and related administrative actions including preparation of basic reports, to facilitate efficient HR service enabling WFP to respond quickly to a crisis;
Maintain, develop, and implement employee processes and procedures, using Workday for proper documentation, and provide ongoing maintenance of employee data.
Full support with the WFP screening process including interview scheduling, attendance sheets, etc.
Support and deliver on-boarding of new staff joining WFP, to ensure that relevant processes are followed and the conditions of terms of service are explained and understood.
Perform other related duties, as required.

DELIVERABLES AT THE END OF THE CONTRACT:

WFP CO has an HR filing system that meets the existing standards and requirements;
All HR data, including personnel files are digitalized and contain the documents defined in the checklist of personnel records;
Ongoing HR documentation is accurately drafted, signed, and maintained in an organized manner;
Accurate HR data on staff recruitment and selection, contractual conditions, performance, and training requirements compiled/prepared to support analysis and reporting needs.
Involvement in staff-related matrix matters and proposing solutions, if required
Acting as HR advocate in supporting of HR strategies and deliverables
Guidance and support to junior staff in personal and professional development activities, goals, and plans.

QUALIFICATIONS & EXPERIENCE REQUIRED

Education:

Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience:

Minimum 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 fields. Previous experience in UN or similar HR management systems is desirable.

Knowledge & Skills:

Has managed and implemented HR policy and procedures in line with WFP operating standards
Has conducted specific HR Services activities such as payroll administration, aspects of recruitment, and interview administration
Has provided ad-hoc guidance to less experienced staff members
Has provided a briefing to recruits as part of the onboarding process
Has gained experience working across a range of WFP contexts and with varying strategic priorities

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