Human Resources Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

OBJECTIVES OF THE PROGRAMME

WHO India Country Office collaborates with the Government of India and relevant stakeholders within the framework of the collaborative Country Cooperation Strategy (CCS) to actively support the development and implementation of national health policies, strategies and plans aiming at promoting access to and utilization of affordable and quality health services and improving the financial protection against health-related risks. The Country Office contributes to providing technical support in developing national policies, strategies and activities in the area of health systems strengthening including, (i) advocating for Universal Health Coverage and building up national capacity in UHC-related matters; (ii) facilitating the adoption of evidence-based public health interventions as well as appropriate reforms/changes with a view to promote equity and accelerate the movement towards universal health coverage.

Underlying Values and Core Functions of WHO

WHO's mandate revolves around six (6) leadership priorities specifying (i) advancing universal health coverage; (ii) health related sustainable development goals; (iii) addressing the challenge of non-communicable diseases and mental health, violence and injuries and disabilities; (iv) implementing the provisions of the International Health Regulations (2005); (v) increasing access to quality, sale, efficacious and affordable medical products; (vi) addressing the social, economic and environmental determinants of health. The South-East Asia Region (SEAR) of WHO is made up of 11 countries, with over 1.9 billion people, with India's population of 1.3 billion. All the Member States of WHO/SEAR (Bangladesh, Bhutan, Democratic People's Republic of Korea, India, Indonesia, Maldives, Myanmar, Nepal, Sri Lanka, Thailand and Timor-Leste) share the common value of the highest attainable standard of health as a fundamental human right. All of WHO actions are based on this and rooted in the underlying values of equity, solidarity and participation. The mission of WHO India is to improve quality of life of the 1.3 billion people in India by supporting the government in eliminating vaccine preventable and other communicable diseases, reducing maternal and neonatal mortalities, promoting healthy lifestyles, addressing determinants of health, preparing and responding to health emergencies and strengthening health systems for universal health coverage.

DESCRIPTION OF DUTIES

Under the direct supervision of NPO-HR, NO-A, and broad guidance of the NPO-HR, NO-C, the incumbent provides office and secretarial support as follows:

Office support

1. Screen and distribute incoming correspondence, attaching background information or related file and forwarding to staff concerned, highlighting issues requiring attention; draft replies to general and administrative matters; type technical reports and documents, tabular materials, etc., ensuring conformity with WHO standards; assist in preparing presentations; follow-up on deadlines to ensure timely response.

2. Obtain documents and information from in-house and external sources and undertake information searches based on brief instructions/guidance.

3. Maintain filing systems and ensure easy accessibility and retrieval of records.

Meetings

4. Screen and receive visitors/interview candidates and telephone calls with tact, discretion, making appointments, answering queries and/or redirecting visitors and callers with diplomacy and courtesy, obtaining background information on the purpose of appointments.

5. Support the organization of team and departmental meetings, workshops, seminars, etc., including the typing of lists of participants, preparation of travel requests, letters of invitation, files, presentations and slides, reservation of meeting rooms and hotel accommodation etc.

Contract Management and Onboarding formalities

(a) Assist in administrative HR transactions/processes in accordance with SSA policies, initiate SSA related actions in a timely manner in Human Resource Information System (HRIS) including recruitment and selection, issuance/ renewals of SSAs, resignations, separations, curtailments, relocations etc. after ensuring completion of required documents/information; verification of pre-requisites and obtaining requisite approvals.

(b) Assist in the selection (compilation of documents) assisting candidates' travel, claims, distribution of induction kit, and other related administrative support.

(c) Coordinate with ICT for generation of WIMS ID and HRIS credentials for new Staff and SSA holders, and other onboarding formalities.

(d) Coordinate with different clusters within WHO for creation of imprest PO for new recruits.

(e) Create CIGNA profile for new SSA holders in WCO India to facilitate their insurance claim submission.

6. To facilitate in providing attestations and background documents on personnel; Monitor medical records/status; UNDSS data/security updates Including UN e Directory.

7. Coordination with SSA holders and Staff for facilitating submission of medical reports, liaise with RMS for clearance and update medical validity in the online site.

8. Preparation of bona-fide certificates for staff and SSA holders, ID cards (soft copies and well as hard copies) for staff, SSA holders and outsourced personnel, prepare Handing over letters, process relocations, non-renewal letters, relieving letters, addendums etc. coordinate for full and final settlements etc. and ensure proper documentation and coordinate for necessary approvals/signatures.

9. Coordinate non-staff personnel and supervisors for timely completion of PMDS and ensure compliance.

10. Backup of other staff in the unit and perform other related tasks as assigned by the supervisor(s).

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education. Desirable: Training in secretarial practices. University degree is an asset.

Experience

Essential: At least three (3) years' experience in secretarial/clerical/administrative work. Desirable: Experience in WHO or in another UN/International organization would be an advantage.

Skills

• Thorough knowledge of modem office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO;
• Ability to draft standard correspondence;
• Ability to handle work in a timely and accurate manner with tact and discretion, as required;
• Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Hindi.

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 INR 683,403 (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.