Human Resources Assistant G6

Purpose of the Position

Within the Country Management Support Unit, to provide support and services in the preparation of pre-requisites and the initiation of Human Resources related transaction in GSM (position classifications, recruitments, appointments and change in status actions, use of Manager and Employee Self Service, conduct briefing on HR issues) to both managers and staff members to perform GSM transactions in accordance with WHO rules, regulations and policies. Country Management Support Units (CSUs) have been established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

Objective of the Programme and the immediate Strategic Objectives

Country Management Support Units (CSUs) have been established in the organizational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received, and training or briefing provided to others)

Incumbent is expected to work in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to supervisor. Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, divisions/programmes needs and priorities; WHO Staff Rules and Regulations, WHO e-Manual, Information notes, SOPs, established Human Resource procedures, practices and standards, guidelines for briefing/informing staff members. The incumbent is expected to use independent judgment and discretion in interpreting the above to the full range of issues and cases, to prepare alternative resolutions in final format requesting waivers or exceptions required from HRM, and to keep Managers and staff duly informed.

Summary of Assigned duties (Describe what the incumbent has to do to achieve main objectives)

The Human Resources Assistant under technical supervision of the Human Resource officer reports to the Operations Officer and perform the following GSM duties: -

1. He/she assists in providing relevant HR information and initiating transactions in GSM in the following areas:--> Initiate position actions (Position classification and reclassification actions);--> Initiate Hiring and staffing actions, including preparation vacancy notices.--> Contract Management (appointments, extension of appointments, separation actions) changes in status actions;--> Advise on possible reasons of HRAP rejections;--> Provide support to Staff in initiating TRs for statutory travels (Processing of staff entitlements);--> Provide support to Staff in the use of the staff self-service module (GSM end-users).

2. Monitoring and reporting of HR Actions: --> Through regular reporting, he/she will monitor transactions initiated, appointments coming to an end and that need to be extended, separation actions for a timely action on the part of managers and staff.

3. He/she will liaise with HR counterparts in HRM/AFRO, IST and GHR to ensure a proper follow up on actions initiated at the CSU level.

4. Leave Administration; Monitor staff and SSA presence and re conciliate GSM records, SSA records with actual absences. Make sure KPI related to leave & absence are met.

5. The incumbent will serve as back up to the team members in similar or different positions within the CSU.

6. Maintain an updated list of WCO/SSD workforce

7. Any other tasks as may be required.

Recruitment Profile

Competencies: Generic

Describe the core, management competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.

1. Communication

2. Producing results

3. Teamwork

4. Moving forward in a changing environment

Functional Knowledge and Skills

Describe the essential knowledge and the skills specific to the position

Work requires maintaining up to date knowledge on any changes to Staff Regulations and Rules as well as standard operating procedures. The incumbent is also expected to maintain computer skills including skills Global Management System, to the standard of the Organization by self-study or in house training. Knowledge of WHO rules regulations, policies and practices would be an asset.

Education Qualifications

Essential: Work requires completion of secondary school. Knowledge of general administrative and HR Policy theory and procedures.

Desirable: Training in UN/HR systems is an advantage. Proven skills in drafting and editing required.

Experience

Essential: At least 8 years of experience in Human Resources and preferably with several years’ experience in WHO in an administrative cluster to have a sound knowledge of its rules, regulation, procedures and practices as related to the work.

Desirable: Experience in other areas such as Programme Management, Travel and Procurement would be an asset.

Use of Language Skills

Languages

Expert level knowledge of English is required.

Other Considerations (e.g., Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; email and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.

Additional Information (For HR use only):

·This vacancy notice may be used to identify candidates for other similar consultancies at the same level.

• Only candidates under serious consideration will be contacted.
• A written test may be used as a form of screening.
• If your candidature is retained for interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• For information on WHO's operations please visit: http://www.who.int.

·The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits workforce regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply for WHO jobs.

Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email toreasonableaccommodation@who.int

·An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter (https://www.who.int/about/who-we-are/our-values) into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of short-listed candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• Consultants shall perform the work as independent contractors in a personal capacity, and not as a representative of any entity or authority.
• WHO shall have no responsibility for any taxes, duties, social security contributions or other contributions payable by the Consultant. The Consultant shall be solely responsible for withholding and paying any taxes, duties, social security contributions and any other contributions which are applicable to the Consultant in each location/jurisdiction in which the work hereunder is performed, and the Consultant shall not be entitled to any reimbursement thereof by WHO.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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