Business Support Assistant (HR)

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who are committed to the mission of alleviating hunger and improving nutrition. The organization is recognized for its efforts in providing food assistance and is a 2020 Nobel Peace Prize Laureate. WFP values diversity and inclusion, ensuring that all employees are treated equally and fairly, regardless of their background or identity. The organization emphasizes the importance of a healthy work environment and invests in the professional development of its employees through various training and mentorship programs. WFP's commitment to its values—Integrity, Collaboration, Commitment, Humanity, and Inclusion—guides its operations and interactions with partners and the communities it serves.

Job Overview:
The Business Support Assistant (HR) position at WFP is a critical role within the HR team, reporting directly to the Head of HR Unit. The incumbent will be responsible for managing a wide range of HR processes and providing essential administrative support throughout the employee lifecycle, including onboarding and separation. This role requires a proactive approach to daily operational activities, such as managing attendance, leave, and documentation. The Business Support Assistant will also play a key role in fostering a positive workplace atmosphere by organizing staff welfare activities and internal events. The position demands a high level of confidentiality and accuracy in maintaining HR databases and personnel records, as well as the ability to generate reports for compliance and analysis. The successful candidate will be expected to contribute to the overall effectiveness of the HR unit and support the organization's mission of delivering humanitarian assistance.

Duties and Responsibilities:

• Employee Lifecycle Milestones: Provide comprehensive administrative support for onboarding and separation activities, ensuring compliance with established procedures and assisting with staff deployment logistics.
• Employee Relations & Internal Liaison: Act as a point of contact for general HR inquiries, ensuring consistent service delivery and coordinating with internal units on HR matters, including volunteer/internship programs and short-term staff management.
• Events & Employee Engagement: Assist in organizing and coordinating staff welfare activities and internal events to promote a positive workplace culture.
• Leave & Attendance Management: Administer daily operational activities related to attendance tracking, leave balances, and timesheet management, ensuring accuracy and timeliness.
• HR Data Analysis & Reporting: Compile and extract HR data related to recruitment, contracts, training, and entitlements, generating regular and ad-hoc reports to support analysis and compliance requirements.
• HR Information Systems & Record Keeping: Maintain the HR database and personnel archives with confidentiality, inputting and updating employee data, monitoring contract expiration dates, and ensuring data integrity across all systems.
• Documentation & General Support: Draft, review, and proofread various HR correspondence and documents, performing any other duties as assigned by the Head of HR Unit or as required by business needs.

Required Qualifications:
Candidates must possess a university degree or higher in Human Resources, Business Administration, or a related field. Specialized training in HR is highly desirable. The role requires a minimum of 4 years of relevant working experience in HR or Administration, with previous experience in UN or international organizations considered an advantage. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Proficiency in HR information systems and data management is essential, along with a commitment to maintaining confidentiality and integrity in all HR processes.

Educational Background:
The educational requirement for this position includes a university degree or higher in Human Resources, Business Administration, or a relevant subject area. Specialized training in Human Resources is highly desirable and will enhance the candidate's qualifications for the role.

Experience:
The ideal candidate should have a minimum of 4 years of relevant working experience in Human Resources or Administration. Experience working within the United Nations or other international organizations will be considered a significant advantage, as it demonstrates familiarity with the unique challenges and requirements of HR in a global context. Candidates should have a proven track record of managing HR processes effectively and efficiently, showcasing their ability to contribute positively to the HR team and the organization as a whole.

Languages:
Fluency in both oral and written communication in English and Chinese is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing the candidate's ability to communicate effectively within a diverse and multicultural work environment.

Additional Notes:
This position is based in Beijing, China, and is classified under the SC4 contract level. The starting date for the role is as soon as possible. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization does not charge any fees in connection with the application or recruitment process, and all applications must be submitted through the online recruiting system. Only shortlisted candidates will be contacted for the next stage of the recruitment process.