Human Resources Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is committed to environmental sustainability, integrating it into its strategic objectives and operations. The Human Resources Division (CSH) worldwide ensures the Organization attracts, develops, and retains a diverse, skilled, and motivated workforce. CSH focuses on a people-centered strategy, positioning HR as a strategic partner. The Division comprises two clusters: Integrated Talent Management (managing recruitment, staff development, social security, etc.) and HR Strategy and Policy. This post is within the Integrated Talent Management cluster, specifically in the Social Security Branch (CSHS) at FAO headquarters in Rome, Italy.

Job Purpose

The Human Resources Assistant plays a crucial role in supporting human resources transactions by performing a variety of routine functions. This position involves assisting in providing guidance and advice on the application of HR policies, rules, and procedures, thereby contributing to sound human resources practices within the organization. The incumbent will work under the supervision of a Human Resources Officer, handling routine matters independently while consulting on more complex issues. The role requires collaboration with colleagues and engagement with interlocutors in social security functions to ensure the effective and efficient delivery of HR services, impacting the overall output of the work unit.

Responsibilities

The Human Resources Assistant is responsible for reviewing, responding to, and following up on standard requests, inquiries, and claims related to human resources matters, providing information from office files and databases. This includes assembling and reviewing documentation for various HR actions such as recruitment, staffing, organizational design, staff development, and social security. The role involves assisting in the recruitment process for all staff and non-staff categories, including preparing vacancy announcements and communicating with applicants. Additionally, the assistant will help monitor staff contractual status, prepare contract renewals, and issue personnel action forms. Key duties also include maintaining attendance and leave records, managing personnel and position files, ensuring confidentiality and accuracy, and compiling HR statistical data. The incumbent will also draft routine correspondence, assist in preparing administrative reports, support briefings, and take meeting notes.

Work Experience

Requires three years of relevant experience in administrative and/or human resources support work. Experience with corporate HR policies, computerized administrative systems, and communication standards is beneficial. Ability to handle confidential information accurately and proficiency in documentation and reporting are essential.

Skills

Key competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Technical skills involve a good understanding of corporate HR policies and procedures, computerized administrative systems, and communication standards. The ability to handle confidential information with care and accuracy, and proficiency in drafting, compiling, and maintaining documentation, reports, and statistics are crucial. Desirable skills include experience with social security administration, ERP systems, and UN Common System regulations.

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