Human Resources Assistant

Job Posting Organization:
The job posting organization is the Regional Office for Africa (RAF) of the Food and Agriculture Organization (FAO). The RAF is dedicated to addressing regional priorities related to security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, agriculture, and rural development. It plays a crucial role in identifying, planning, and implementing FAO's priority activities across the African region. Established to ensure a multidisciplinary approach to programs, the RAF collaborates with various departments and divisions at FAO Headquarters to develop and oversee strategic responses to regional challenges. The office also engages with regional institutions, including Regional Economic Integration Organizations (REIOs), to support policy dialogue and partnerships aimed at enhancing food security and agricultural development. The RAF is instrumental in capacity development and resource mobilization efforts within the region, ensuring that the priorities of African nations are effectively incorporated into FAO's broader work.

Job Overview:
The Human Resources Assistant position is pivotal in coordinating and executing a comprehensive range of human resources support functions. The incumbent is responsible for ensuring the quality, transparency, and consistency of data and processes within their area of responsibility, which is essential for the smooth operation of human resources activities. This role requires a proactive approach to managing human resources requests and inquiries from both staff and non-staff, providing guidance on relevant HR guidelines and procedures. The Human Resources Assistant will work independently, making decisions on work priorities and addressing unique cases, while also collaborating closely with the regional Human Resources Officer. The position demands a high level of initiative and problem-solving skills, as well as the ability to provide guidance and support to other HR staff members. Overall, the Human Resources Assistant plays a critical role in facilitating effective human resources operations within the organization.

Duties and Responsibilities:
The Human Resources Assistant will undertake a variety of key functions, including: analyzing and responding to complex human resources requests and inquiries from staff and non-staff; coordinating support services related to employment and personnel actions such as appointments, extensions, and transfers; conducting preliminary reviews of staffing action requests for post classification; supporting the briefing and de-briefing of staff regarding entitlements and contract specifics; coordinating the recruitment process for all staff categories, including preparing job profiles and vacancy announcements; communicating with applicants and preparing offers or terms of employment; collecting and researching background information; updating organization charts and staffing tables; drafting correspondence, reports, and statistics related to HR functions; maintaining and updating confidential personnel records; investigating and resolving payment inquiries in collaboration with finance staff; preparing payment instructions; training and guiding other HR support staff; and performing additional duties as required. The impact of this role is significant, as it directly influences the operational efficiency and quality of outputs within the HR unit, contributing to the overall success of the organizational mandate.

Required Qualifications:
Candidates must possess a secondary school education as a minimum requirement. Additionally, they should have at least four years of relevant experience in administrative and human resources support work. Proficiency in English at a working knowledge level (C) is mandatory, along with very good knowledge of MS Office applications and office technology. Candidates must also be nationals of Ghana or possess a valid visa/work permit and reside within commuting distance of Accra at the time of application. This residency requirement ensures that candidates can effectively fulfill their responsibilities without logistical challenges.

Educational Background:
The educational background required for this position is a secondary school education. This foundational level of education is essential for understanding the administrative and human resources functions that the role entails. While higher education may be beneficial, the primary requirement is the completion of secondary schooling, which provides the necessary skills and knowledge for the tasks associated with human resources support.

Experience:
The position requires a minimum of four years of relevant experience in administrative and human resources support work. This experience should encompass a range of HR functions, demonstrating the candidate's ability to manage various HR tasks effectively. The incumbent should have a solid understanding of human resources processes and be capable of handling complex inquiries and requests from staff and non-staff alike. This level of experience is crucial for ensuring that the Human Resources Assistant can operate independently and make informed decisions regarding HR operations.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, having an intermediate knowledge of French (level B) is considered a desirable qualification, as it may enhance communication with a broader range of stakeholders within the organization and the region. Proficiency in these languages is essential for effective collaboration and support in a diverse work environment.

Additional Notes:
The position is classified under the General Service Staff category, which means that candidates must be locally recruited. To be eligible, candidates must either be nationals of Ghana or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of application. The role is full-time, and the incumbent will be expected to work closely with the HR team and other staff members to ensure the effective delivery of human resources support services. The position may also involve training and guiding other HR support staff, contributing to the overall development of the HR function within the organization.