HR Assistant

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Application deadline 1 year ago: Saturday 21 May 2022 at 21:59 UTC

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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. More about G-5 contracts.

.PURPOSE OF POSITION

The International Agency for Research on Cancer (IARC), is the cancer agency of the World Health Organization (WHO) and is based in Lyon, France.

The key areas of HR administrative support are as follows:

  1. Recruitment
  2. Onboarding of new staff,
  3. Contract administration,
  4. Position management and
  5. Monthly payroll (SAP) for staff.

Reporting to the Human Resources Officer, the Human Resources Assistant (HRA) provides administrative support in position and contract management as well as recruitment of various categories of staff within IARC. The incumbent also provide advice to Agency staff regarding the application of Staff Regulations and Rules, HR guidelines and procedural requirements, namely in terms of benefits and entitlements.

DESCRIPTION OF DUTIES

  1. POSITION MANAGEMENT
  • Issue administrative documents in relation to the establishment, classification, revision and abolition of positions;
  • Monitor extension of positions, providing advance notice to managers and following up to ensure timely administrative procedures;
  • Ensure that pertinent position information is retained for filing.
  1. RECRUITMENT AND SELECTION OF FIXED-TERM AND SHORT-TERM STAFF (PROFESSIONAL AND GENERAL SERVICE)
  • Prepare vacancy notices; ensure appropriate posting in-house, on intranet and internet and, if needed, externally;
  • Prepare spreadsheets to facilitate review of candidates;
  • Enter and maintain vacancies for Professional positions using the E-recruitment system;
  • Assist in the organization of test and interviews and selection committee meetings, including: travel/hotel arrangements for candidates, programmes of visit, circulation of background material. Act as host for candidates, preparing their visit programmes and accompanying them, as necessary;
  • Check references of recommended candidates;
  • Process SSA and consultancy contracts;
  • Draft routine correspondance including offer of appointment, of confidential nature on own initiative or based on instructions;
  • Maintain relevant files and archives.
  1. CONTRACT ADMINISTRATION AND ENTITLEMENTS
  • Monitor expiration of contracts, providing advance notice to managers and following up to ensure timely renewals of contracts or notices of non-renewal to staff;
  • Prepare appointment, re-assignment, separation correspondance and related contract administration documentation;
  • Manage the flow of incoming HR-related requests from staff members and IARC management. Reply or take appropriate action;
  • Provide comprehensive information to staff members on their employment conditions and entitlements, including types of leave and personal status;
  • Identify HR-related cases which may require exceptional approval and refer them to the Human Resources Officer;
  • Ensure that pertinent personnel information is retained for filing;
  • Process documents pertinent to contractual and personal changes (extensions, promotions, LWOP, reassignments, family changes, etc), draft routine, related correspondance;
  • Enter, maintain and update appropriate data in the Finance and Administrative System (SAP) for payroll, WIGI, pension and insurance purposes, ensuring that monthly cut-off dates are respected; prepare monthly reports for appropriate action;
  • Prepare travel authorizations for statutory travel, checking timetables/costs with the travel agent and making flight reservations.
  • Monitor and calculate special entitlements such as extended sick leave, home leave, etc.
  • Prepare materials for surveys, salary adjustments and statistical reports;
  • Prepare and print reports from HR Systems as requested.
  1. PERFORMANCE MANAGEMENT
  • Monitor completion of performance evaluation (PMDS) reports for fixed and short-term staff, ensuring deadlines are met for WIGI/extensions of contracts, etc., bringing any special cases to the attention of HRO.
  1. Perform other related duties as required, not limited to, but including annual Verification of Dependency Status exercise and staff training.
  2. Provide cover for the other Human Resources Assistant and the Secretary in their absence.

COVID-19 MEASURES

Due to the evolving situation resulting from the Covid-19 pandemic, and depending on work requirements, this position may be partly occupied remotely, from the home of the candidate selected in the region Lyon, according to the teleworking clause for force majeure currently in force as part of the IARC teleworking policy during this pandemic period.

WHO COMPETENCIES

  • Producing results
  • Communication
  • Fostering integration and teamwork
  • Moving forward in a changing environment
  • Technical expertise

REQUIRED QUALIFICATIONS

EDUCATION

Essential: Graduation from secondary school or equivalent, complemented by specialized training in general administration work and/or Human Resources plus training in the use of office software and other office modern technologies

Desirable: Higher education BTS/DUT or university degree in HR specialisation or equivalent would be an asset.

PROFESSIONAL EXPERIENCE

Essential:At least five years’ experience in administrative positions part of which in Human Resources Management.

Desirable:

  • Experience using SAP or another ERP system for payroll or other administrative processes.
  • Experience using online recruitment tools and/or in posting requisitions on online job boards.
  • Working in a multicultural environment.
  • Experience in an academic or scientific setting.
  • Knowledge of UN setting.

USE OF LANGUAGE SKILLS

Excellent knowledge of English or French with very good knowledge of the other language. Knowledge of other UN languages would be an asset.

SKILLS

  • Ability to draft documents and correspondence in both French and English (using and adapting existing templates or creating new ones)
  • Strong organizational skills and ability to work both independently and as a member of a team
  • Ability to handle a wide variety of administrative tasks, working under pressure as required and according to deadlines
  • High level of accuracy and attention to detail
  • Excellent interpersonal skills and proven ability to work in a multicultural environment
  • Tact, diplomacy, discretion and respect for confidentiality and privacy
  • Knowledge of Microsoft 365 applications.

REMUNERATION

The fixed remuneration for the above position currently amounts to EUR 3,544 per month, and is expressed net of income tax but before deduction of the employee share contributions for mandatory participation in the United Nations Joint Staff Pension Fund (UNJSPF) and in the Organization’s private insurance plans covering health, accident, illness and disability.

Other benefits include different types of leave and allowances for dependent family members.

Employment status is that of an international civil servant.

Note: due to the legal status of WHO/IARC as an international organization, its staff do not contribute to and do not generate benefits in French mandatory schemes for health insurance (“assurance maladie”), pension (“assurance vieillesse/retraite or unemployment (“Pôle-Emploi”) throughout their period of employment with the Agency.

ADDITIONAL INFORMATION

  • This post is subject to local recruitment and will be filled by persons residing in the local commuting area of Lyon.
  • We only accept applications submitted via our online recruitment tool (applications for this position should be filled out in English and include a cover letter in English). Application profiles should include the details of all work experiences to date (including paid internships).
  • 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 and/or presentation 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. IARC/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 IARC/WHO Staff Regulations, Staff Rules and Manual.
  • For information on IARC’S operations please visit: www.iarc.fr
  • IARC/WHO is committed to workforce diversity.
  • IARC/WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
  • IARC/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • Applications from women are encouraged.
Added 1 year ago - Updated 1 year ago - Source: who.int