Human Resources/Travel Assistant

Under the overall supervision of the FAO Representative in Liberia and the direct supervision of the Assistant FAO Representative (Administration), he/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning. 

Tasks and responsibilities

The key functions of the Human Resource/Travel Assistant include;

• Support the hiring of local personnel (i.e. Personal Services Agreement/PSA, National Project Personnel/NPP, etc) for all programmes and FAO projects, liaising with relevant officers; submit electronic personnel processing requests (ePPR) through Global Resources Management System (GRMS) for approval, ensuring that the appropriate contract type is entered, and prepare corresponding local personnel contracts;
• Liaising with relevant officers, ensure that Terms of Reference (TOR) for local personnel (PSA, NPP) are prepared following the approved TOR format, and with clearly defined result-based duties and outputs;
• Support the preparation and advertisement of Calls for expression of interest using standard formats and following relevant guidelines for the hiring of personnel; compile and collate applications received for various PSA and NPP assignments;
• Contribute to the local personnel database by inserting (and updating) details of personnel contracts issued for all  programmes and FAO projects, including contract beginning and ending dates;
• Process Separation Clearance form for local personnel (PSA, NPP) requiring termination of services;
• Process Quality Assessment form for local personnel (PSA, NPP) requiring extension of services;
• Submit timecards through the Global Resources Management System (GRMS) for local personnel hired under all programmes and projects; and international consultants under the Country Office and follow up timely approval;
• Monitor the receipt and clearance of consultants’ reports, if required, to facilitate processing of timecards;
• Support the selection and hiring processes of international consultants during the absence of the personnel assigned;
• Maintain the personnel and other files related to assigned duties;
• Process travel expense claims, in accordance with the organization’s rules and policies; verify travel performed against appropriate entitlements;
• Identify, review and claim refunds of travel costs from travel agents or travellers and take necessary follow up action;
• Process authorized lump sum payments, travel advances and post-factum travel claims and verify their correctness
• Provide travel assistance to staff on a day-to-day basis for travel arrangements and entitlements based on the organization’s rules and policies; liaise with relevant travel agents to ensure that the organization obtains the best service and price for all travel;
• Brief/de-brief staff members 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 travel;
• Assist in the preparation of budgets on travel costs and maintain travel budgetary and statistical control records;
• Assist in clearing outstanding travel-related balances through reviewing travellers’ recovery lists and taking the necessary follow-up action;
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Education:  University Degree in Human Resources, Office Management, Finance Management or a similar area
• Experience: At least four years of relevant office experience, of which at least two years are related to operations or administration
• Languages: Working knowledge (proficiency level C) of English and working knowledge of the local language(s) is required
• National of Liberia or resident in the country with a valid work permit.
• IT Skills: Very good knowledge of MS Office applications, Internet and office technology equipment.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2401692