Business Support Assistant (Human Resources) Intern World Food Programme (WFP)

United Nations World Food Programme (WFP) 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. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year.

Brief description of WFP in Uganda

WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Uganda with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.

As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.

ARE YOU UP TO THE CHALLENGE?

We are seeking qualified individuals for the position of  Business Support Assistant (Human Resources) Intern to be based in Kampala. Selected candidates will be employed on Special Service Agreement.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders typically provide administrative support to team(s) and/or support a specific business stream, and report to the relevant Associate. At this level, work is carried out under close supervision or immediately available assistance. Job holders are expected to produce organised and accurate work.

JOB PURPOSE

To perform a range of HR tasks to support the Human Resources Unit nurture a culture of an excellent employee experience in line with the WFP Human Resources policies and procedures

KEY ACCOUNTABILITIES (not all-inclusive)

1. Provide support in various HR activities in the areas of work allocated including on boarding of new staff members in compliance with relevant processes and procedures.

2. Support with Coordination of employee engagement activities for example, HR related surveys, staff wellness initiatives, HR related sessions, etc.

3. Compile HR data on staff recruitment and selection, contractual conditions, entitlements, performance, and training requirements, to support analysis and reporting needs.

4. Support staff separations while ensuring relevant documents are maintained before an employee leaves the organization.

5. In partnership with the supervisors follow up on accomplishment of learnings required e.g., mandatory courses.

6. Support staff to use online medical services such as obtaining temporary medical cards, E-Claims etc.

7. In partnership with supervisors, follow up on performance management process e.g., performance plans and annual assessment in accordance with the performance management cycle.

8. Provision of assistance on general HR queries and follow up actions, to ensure consistent and high-quality HR services are delivered to clients.

9. Liaise with other internal units/offices on HR related matters, i.e., payroll, contracts, etc. and provide necessary information to enable timely HR services.

10. Maintain confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.

11. Assist in the maintenance of confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards.

12. Any other duties as may be assigned by the supervisor from time to time

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Builds an understanding of WFP’s Strategic Objectives.
•  Be a force for positive change: Approaches individual tasks and responsibilities with a positive attitude and demeanor.
•  Make the mission inspiring to our team: Understands the impact of WFP activities in beneficiary communities.
•  Make our mission visible in everyday actions: Connects individual tasks and responsibilities to unit’s goals and mission.

People

• Look for ways to strengthen people’s skills: Seeks opportunities to build and enhance individual skills.
•  Create an inclusive culture: Demonstrates respect and understanding for diversity and cultural differences.
•  Be a coach & provide constructive feedback: Identifies and approaches colleagues or supervisors to serve as coaches.
•  Create an “I will”/”We will” spirit: Sets clear goals and measurable targets for own tasks and responsibilities.

Performance

• Encourage innovation & creative solutions: Assesses own tasks and responsibilities to find ways to be more efficient.
•  Focus on getting results: Maintains accurate records of completion times and tasks in own areas of responsibility.
•  Make commitments and make good on commitments: Understands responsibilities and the metrics associated with own tasks.
•  Be Decisive: Notifies supervisors of dangerous situations or potential issues that may arise while in the field or office.

Partnership

• Connect and share across WFP units: Understands WFP’s organizational structure, including the purpose and mission of each unit.
•  Build strong external partnerships: Supports team in working with colleagues and WFP’s partners in the field toward common goals.
•  Be politically agile & adaptable: Maintains a professional and courteous relationship with other WFP employees and partners in the field.
•  Be clear about the value WFP brings to partnerships: Understands own team’s contributions in its partnerships with internal and external stakeholders.

STANDARD MINIMUM QUALIFICATIONS

1. University degree in either Human Resource Management, Business Administration, Industrial Psychology, Social Sciences, Education, or other relevant field obtained from a recognized education institution.

2. A recent graduate from a bachelor’s programme from a recognized university in Uganda within the last 3 years 2019-2021 prior to the application for the internship programme with at least secondclass degree. University should be certified by the United Nations Educational, Scientific and Cultural Organization (UNESCO)

3. With certified academic certificates and a valid National Identity Card.

4. Be fluent in English (both oral and written) and medically fit to travel across WFP Uganda CO