Organizational Setting
The HR and Travel Assistant provides and coordinates day-to-day HR and Travel operations, including specialized and complex processes and functions, ensuring consistency, timeliness, and conformity with relevant rules, procedures, and practices. He/she provides procedural guidance to staff across the Organization regarding HR and Travel rules and procedures.
Reporting Lines
Under the general supervision of the FAO Representative and the direct supervision of the Finance Specialist in Iraq, and in close cooperation with the HR Specialist, the incumbent will support the implementation of FAO programs in Iraq by performing the following duties
Technical Focusย
HR & Travel support.
Tasks and responsibilities
The Human Resources and Travel Assistant is responsible for coordinating and executing HR-related tasks in accordance with FAO rules and regulations. Under the general supervision of the FAO Representative and the incumbent will work under the direct supervision of the HR Specialist and in close collaboration with the Finance Specialist in Iraq, the overall technical guidance of the Human Resources Division and in close collaboration with the regional Human Resources Unit, the Human Resources Specialist performs the following functions:ย
1. ย ย Human resource Responsibilities
- ย ย Support the annual recruitment planning under the guidance of the regional HR Officer.
- ย ย Monitor and analyze the percentage of filled and vacant positions in the Office, and analyze information and statistics related to postsโ occupancy, staff category and grade, funding type and gender distribution.
- ย ย Support delivery of HR services for efficiency and effectiveness.
- ย ย Attend internal/external meetings as requested.
- ย ย Provide advice on staff and affiliate workforce matters to hiring managers.
- ย ย Prepare information notes on relevant HR matters for Senior Managementโs visit or missions.
- ย ย Provide support with the hiring of staff and affiliate workforce.
- ย ย Provide support during internal and external audits on HR-related matters and follow-up with closure of agreed actions/recommendations.
- ย ย Identify capacity gaps and training needs for the HR team and propose solutions to address the gap through capacity development or other knowledge sharing opportunities.
- ย ย Maintain confidentiality and handle sensitive information with discretion.
- ย ย Perform other duties as required.
2. ย ย Travel-Related Responsibilities
- ย ย Assist in processing travel expense claims, ensuring compliance with organizational rules and policies.
- ย ย Assist in identifying and claiming refunds of travel costs and following up as necessary.
- ย ย Provide travel assistance to staff, ensuring arrangements and entitlements are in line with organizational rules.
- ย ย Support the management of travel arrangements in the organizationโs corporate travel system.
- ย ย Assist in processing Purchase Orders (PO) for international travel tickets.
- ย ย Support the coordination of logistics for incoming and outgoing missions.
- ย ย Perform other related administrative duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
- ย ย University degree in Business Administration, Human Resources, or any related subject.
- ย ย At least four years of relevant experience in administrative and/or human resources work, UN experience is an asset.
- ย ย Working knowledge of English is required with Arabic mother tongue.
- ย ย National of Iraq or resident with work permit.
FAO Core Competencies
- ย ย Results Focus
- ย ย Teamwork
- ย ย Communication
- ย ย Building Effective Relationships
- ย ย Knowledge Sharing and Continuous Improvement
Technical/Functional Skillsย
- ย ย Experience with HR management software like GRMS or similar.
- ย ย Understanding of HR procedures, especially in international settings.
- ย ย Ability to manage multiple tasks and meet deadlines.
- ย ย Capable of handling HR issues and finding practical solutions.
- ย ย Accuracy in documentation and maintaining records.
- ย ย Clear communication in English and Arabic.
- ย ย Ability to build good working relationships with colleagues.
Selection Criteriaย
- ย ย Ability to work within a team of professional staff from diverse technical and cultural backgrounds.
- ย ย Ability to plan and meet deadlines.
- ย ย Teamwork spirit, ability to work under minimum supervision, flexibility.