None staff HR Assistant, SSA- G5 - Two (2) positions

Contract

This is a No grade contract. More about No grade contracts.

.The World Health Organization, Uganda Country Office is looking for a qualified and competent Ugandan national to fill the following vacant position:

1. Background and Justification

On 20th September 2022, the Ministry of Health declared an outbreak of Sudan ebolavirus (SVD) after a case managed at Mubende Regional Referral Hospital (MRRH) in Mubende district was confirmed through testing at the Uganda Virus Research Institute (UVRI). This followed investigations by the National Rapid Response Team of suspicious deaths that had occurred in the district earlier in the month. This is the first time in more than a decade that Uganda reports an outbreak of Sudan ebolavirus. Two months after the deceleration of the outbreak, the situation continues to involve with Mubende, Wakiso, Kampala, Kagadi, Kyegegwa, Kasanda, Bunayangabu, Masaka and now Kampala reporting cases.

As a result, there is need to strengthen HR service delivery at the WCO. WHO is therefore recruiting two HR Assistants 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.

2. Job Description

* Objectives of the Programme and the immediate Strategic Objectives

Country Management Support Units (CSUs) have been established in the organisational 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 with minimum supervision, 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 reports to the NPO/Operations Officer, and perform the following GSM duties :-

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 requesting vacancy notices and hiring of consultants and APWs to individuals through the Procurement module.
• 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).

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

Leave Administration.

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

3. Recruitment Profile

Competencies: Generic

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

*1. Communicating in a credible and effective way

*2. Producing results

*3. Fosters integration and 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.

Educational Qualifications

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

• Desirable: - A bachelor’s degree and training in UN/HR systems is an advantage. Proven skills in drafting and editing required.

Experience

Essential: - Not less than Five (5) years of progressive experience in Human Resources management/ support with sound knowledge of HR rules, regulation, procedures, and practices as related to the work.

• Desirable: - Experience in other areas such as data management, HR systems, employee engagement and HR support in emergencies would be an asset.

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; e-mail and scheduling software to improve communications both internally and externally; Oracle/Global Management System (GSM) for administrative matters.