Business Support Assistant (HR) at World Food Programme

Suva, Central, Fiji -

Full Time

Start Date

Immediate

Expiry Date

06 Jan, 26

Salary

0.0

Posted On

08 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Human Resources, Administration, Communication, Data Analysis, Recruitment, Payroll Management, Contract Management, MS Office, ERP Systems, Confidentiality, Problem Solving, Relationship Building, Training, Documentation, Reporting, Organizational Skills

Industry

Non-profit Organizations

Description

DEADLINE FOR APPLICATIONS 22 October 2025-23:59-GMT+12:00 Fiji Time (Fiji) WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability. ABOUT WFP The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change. At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves. To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok. WHY JOIN WFP? WFP is a 2020 Nobel Peace Prize Laureate. WFP offers a highly inclusive, diverse, and multicultural working environment. WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities. A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe. We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement). JOB TITLE: Business Support Assistant (HR) CONTRACT TYPE: Fixed-Term - General Service, GS-5 DUTY STATION (City, Country): Suva, Fiji UNIT: Management/HR DURATION: 1 year (subject to extension) ORGANIZATIONAL CONTEXT 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. THE ROLE Reporting to the Country Director, the Business Support Assistant (HR) will be responsible for the following duties (not all-inclusive) KEY ACCOUNTABILITIES: Business Support Assistant responsibilities: •To coordinate a wide range of business support services for a the PMCO Management. •Manage liaison activities that cover outreach to various UN agencies in the country and the pacific. •Follow-up on requests for CD/DCD participation on events and conferences, liaising with organizers of events and conferences and preparing and compiling all relevant documentation. •Liaise with RBB for CD/DCD interventions and participation in High Level Consultations. •Liaise within PMCO for all required meetings, Monthly Management Meetings and other All Staff and ad-hoc meetings to plan and schedule a calendar of meetings. •Maintain relationships with a range of individuals through provision of business support and assist in information sharing and service delivery to PMCO staff. •Collate information for inclusion in reports, documents, and correspondence, to support the effective work of other staff. Manage and maintain records and databases, to ensure information is organized and readily available for staff. •Respond to standard queries and provide timely and accurate guidance and share associated documentation. •Organize clearances from CD/DCD/OIC on routine administrative and financial actions requested by various functional areas. •Contribute to improvement of business procedures and processes. •Any other tasks allocated by the Management. 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. •Perform recruitment activities in alignment with WFP corporate direction and the Pacific MCO priorities. Coordinate and deliver a full range of end-to end recruitments from planning, working with hiring managers to understand their needs, provide advices on WFP HR policies and procedures on recruitment, drafting vacancy announcements, sourcing, screening, coordinating tests, organizing interview panels, acquiring hiring manager’s and panel assessments and conducting reference checks. •Recommend options for local candidate sourcing approach to generate good gender balanced candidates’ pipeline and roster as well as other creative avenues for job search. •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. QUALIFICATIONS AND EXPERIENCE: Education: Completion of secondary school education. A post-secondary certificate in Human Resources, Industrial Psychology, Business/Public Administration, or related fields is an advantage. Experience: •At least five years of progressively responsible experience in human resources and administration in a global/multinational organization. •Work experience in HR operations service delivery would be an added advantage. •Experience in analysing HR information & reports is desirable. •Two years of work experience in Recruitment, candidate sourcing and interviewing is desirable. •Experience and in-dept understanding of administrative principles and their application to respond to and resolve a range of complex administrative queries. Knowledge and Skills: •Good communication skills and understanding of HR principles and their application to respond to and resolve a range of HR queries. •Ability to build relationship with a variety of individuals across and outside WFP to effectively understand and meet HR operational delivery requirements and related support service. •Ability to carry out basic data analysis, independently rectify problems requiring attention and maintain confidentiality. •Proficient in advanced MS Office skills in Excel and PowerPoint is required. Working knowledge of ERP systems would be an advantage. •Knowledge and experience with UN procedures and practices is desirable. Language: Fluency in both oral and written communication in English. A good working knowledge in one of the Local Pacific languages is desirable. WFP LEADERSHIP FRAMEWORK WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission. Click here to access WFP Leadership Framework REASONABLE ACCOMMODATION WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact: global.inclusion@wfp.org NO FEE DISCLAIMER The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable). Once your profile is completed, please apply, and submit your application. Please make sure you upload your professional CV in the English language Kindly note the only documents you will need to submit at this time are your CV and Cover Letter Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application Only shortlisted candidates will be notified All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, 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. If you used to have an account on our previous platform, please note that you will need to create a new account for future applications. However, this change will not affect any ongoing recruitment processes. To ensure that WFP is able to deliver on its mandate, a range of contract types exist depending on the duration and nature of work. Find out more here. Our greatest strength is the people working around the world providing access to nutritious food and promoting lasting solutions to those we serve. WFP provides its staff with meaningful and impactful careers, continuous learning and training, and a multicultural and stimulating work environment. WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability. The United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters, and the impact of climate change. Read more about WFP’s history here, and WFP’s mission here Want to hear what it’s like working for WFP? Check out our newsletter highlighting the career stories of our passionate staff here: Pathway to WFP | LinkedIn Integrity, collaboration, commitment, humanity, inclusion. These values inspire everything we do every day, allowing us to work towards a world with zero hunger. You can read more about the values here. Our behaviour guides us in how we accomplish our mission. All WFP employees are expected to demonstrate the standards of behaviour described in the WFP Leadership Framework. Learn more about the WFP Leadership Framework here. WFP is aware of fictitious employment offers being circulated via email or originating from online job boards. Many of these schemes consist of an alleged offer of employment or contract with WFP in return for the payment of fees or providing personal or banking information. Read more.

Responsibilities

The Business Support Assistant (HR) will coordinate a wide range of business support services for the PMCO Management and manage liaison activities with various UN agencies. Additionally, the role involves responding to HR queries, managing contracts, and overseeing recruitment activities.