Administrative Assistant HR

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,850 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Position number 437539

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OBJECTIVES OF THE PROGRAMME

To ensure that effective WHO country presence is established toimplement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams.

DESCRIPTION OF DUTIES

The incumbent will perform the following duties:

ADMINISTRATIVE DUTIES:

1. Provide full administrative support to the assigned programme; draft,review and revise correspondence, reports, presentations, and documents and content in consultation with the supervisor, ensure compliance with WHO StyleGuide, independently compose correspondence of administrative nature, take notes at meetings, provides informal interpretation/ translation when required.
2. Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature bringing them to the attention of the responsible staff. Inform and remind responsible staff of follow-up dates, response or specific actions, supplying supporting material as appropriate.
3. Compile background material forplanning, monitoring and evaluation (including mini-review) exercises. Maintainand update the filing of technical documents and correspondence (paperbased/databases).
4. Create background reference material as appropriate.
5. Using GSM, monitor aspects of the implementation of country activities. Initiate and process different transactions in GSM, including procurement of goods and services.
6. Finalize all administrative and logistics preparations required for the organization of meetings held in EMST(working groups, seminars/courses, workshops) and pay per diem to participants as appropriate (if needed); arrange for video conferences with Regional Office,HQ, other countries and partners.
7. Respond to and act on telephone enquiries in a timely manner, assess the critical nature of technical issuesand direct them to appropriate staff for reply, coordinate appointments for supervisors.
8. Brief colleagues on general office administrative process, assist/replace administrative staff in the teamand perform other related duties as required.

HUMAN RESOURCES MANAGEMENT:

1. Administer the recruitment of staff and non staff, publish vacancy announcements, screen applicants, and finalize necessary arrangements fortests/interviews, conduct reference checks and initiate necessary appointment actions, finalize contractual arrangements for Special Service Agreements(SSAs), Consultants and Agreements for performance of work (APWs) through the procurement module.
2. In collaboration with HR/EMRO; monitor expiration of all types of staffand non staff contracts; initiate extensions, separations and other staffing actions in GSM; attach necessary documents,check availability of funds, andfollow up with different stakeholders timely finalization of actions.
3. Administer the attendance systemand GSM absence dashboard, update and maintain leave records for staff and non-staff (SSA holders, consultants, etc.), including:

• verifying leaves claimed in GSM against the records of the Time and Attendance system, alert staff in case of any discrepancy and inform supervisors of excess leaves/absence;
• submitting leave requests on behalf of absent staff members, and following up with staff to ensure confirmation of leaves in GSM;- responding to staff queries related to leave system and coordinating with Global Service Centre (GSC) and Human Resources (HR) to solve any relatedissues.

1. Follow up with concerned units/stakeholders on necessary arrangements regarding, travel, visas, residency permits, security clearances, travel authorizations, UN ID's, hotel bookings for staff and non-staff.
2. Update and maintain HR confidential files (electronic and hard copies), including performanceappraisal records, ensure confidentiality, and provide related statistical information and reports as and when necessary, follow up with staff and non-staff thetimely submission of Performance Management reports.
3. Perform tasks in situations of BCP activation and emergencies as assign by the supervisor and WR
4. .Perform other duties as required and related admin/ HR assistant functions in the country office.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary education supplemented by administrative training, including training in human resources management. Desirable: University degree in business administration, social sciences or related field is an asset.

Experience

Essential: At least five years'progressive experience in the area of administration, including experience in HR management. Desirable: Relevant experiencein the UN system is an asset

Skills

Demonstrated knowledge and application of human resources management policies and procedures.

Very good time management andstress management skills.

Very good communication skills and analytical skills.

Good knowledge of WHO/UNprocedures and HR practices as applicable to the administrativelevel an asset.

Demonstrated ability to translate routine correspondence.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Setting an example Moving forward in a changing environment

WHO global Competencies model at http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1

Use of Language Skills

Essential: Expert knowledge of English. Desirable:

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at USD 22,198 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level

• Only candidates under serious consideration will be contacted.

• A written test may be used as a form of screening.

• In the event that your candidature is retained for an 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.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• 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 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 final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

• Interested candidates are strongly encouraged to apply on-line. For assessment of your application, please ensure that your profile on Stellis is updated; all experience records are entered with elaboration on tasks performed at the time. Kindly note that CV/PHFs inserted via LinkedIn are not accessible.