Administration and HR Assistant

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives.

Administration and HR Assistant will be assigned in Astana, Kazakhstan and will provide support to the FAO Partnership and Liaison Office in the Republic of Kazakhstan.

Reporting Lines

Administration and HR Assistant will work under the overall supervision of Head of the Country office and will receive day-to-day guidance of Programme Officer/Team Leader

Technical Focus

Provide administration and HR assistance to the FAO Partnership and Liaison Office in the Republic of Kazakhstan

Tasks and responsibilities

• Ensure the correct application of FAO Rules and Regulations;
• Provide support throughout the recruitment process of Staff and Affiliate Workforce;
• Coordinate support services related to the employment and servicing of Staff and Affiliate workforce and initiate system-based action accordingly;
• Conduct pre-screening of applications and prepare analysis of the longlisted and shortlisted candidates for hiring managers review; set up interview panels and organize interviews; assist during the interviews process, and follow-up the recruitment process of consultants;
• Prepare selection reports (Staff and Affiliate workforce) after interviews;
• Collaborate with the preparation of the Terms of Reference (TORs) and VAs for Staff and Affiliate workforce;
• Assist in processing of monthly time cards (OTL) in GRMS, follow up on payment inquiries and OTL revisions;
• Assist in monitoring regular updates of Government of Kazakhstan website on revisions/amendment of local laws and regulations , which govern the NPP contract type of FAO and prepare up-to-date guidance notes in accordance with it ;
• Collect and research background information; update organization charts and staffing tables for internal use; draft correspondence, reports and statistics related to all human resources functions as appropriate;
• Assist in carrying out hiring and termination processes of Affiliate workforce, initiate required HR actions (ePPR), funding change, and etc;
• Assist in preparation of annual HR plans under FEKAZ office;
• Assist Accounts Payable on clearances of consultants’ honoraria payments, providing details performing necessary accounting adjustments (management of timesheets and timecards of RP and project consultants);
• Review, maintain and update confidential personnel information, records and files; ensure completeness and accuracy of records and that follow-up system on actions are taken;
• Investigate and resolve payment inquiries in collaboration with finance staff; prepare payment instructions;
• Conduct monitoring of the completion of mandatory training of FEKAZ personnel
• Make administrative arrangements for the project and perform administrative duties to ensure security;
• Provide guidance and advice on travel rules and procedures in consultation with SSC/ Divisions/ Field Office staff;
• Under the guidance of SEC or REU administrative units supports in processing travel authorisations, ePPRs for office support services (travel, utilities, office consumables etc); Travel Authorisations (TA), in accordance with the organization’s rules and policies; verify required travel documents are submitted for staff and consultants under FEKAZ; travel expense claims, in accordance with the organization’s rules and policies; verifying travel performed against appropriate entitlements for staff and consultants under FEKAZ;
• Identify, review and claim refunds of travel costs from travel agents or travellers and take necessary follow up action;
• Provide travel assistance to staff and consultants on a day to day basis for travel arrangements and entitlements based on the organization’s rules and policies; if available, liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travels;
• Brief/de-brief staff members and consultants on issues relating to related administrative matters such as visas, security clearance, documentation procedures ,etc.
• Extract, input, maintain and verify correctness of travel records in the organization’s corporate travel system to ensure proper accounting transactions related to travel costs and staff/consultants travel

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in, business administration, human resources, law, accounting or a related field.
• At least three years of relevant experience in administration, human resources, or a related field such as personnel management, organizational development, or office management
• Working knowledge of English, Russian and Kazakh
• National of Kazakhstan or resident in the country with a regular residence/work permit in Kazakhstan

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Work experience in more than one location or area of work
• Good knowledge of the MS Office applications, Internet and office technology equipment

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
• Incomplete applications will not be considered. If you need help or have queries, please contact: Careers@fao.org
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

FAO IS A NON-SMOKING ENVIRONMENT