Senior Human Resources Assistant

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WHO - World Health Organization

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Application deadline 1 year ago: Monday 6 Jun 2022 at 21:59 UTC

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Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

*Purpose of the Position

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<span style="font-size:12px;"><span style="font-family:"Courier New""><span style="font-family:"Times New Roman",serif"><span style="letter-spacing:-.1pt">To provide administrative and specialized HR support to the Human Resources Country Office Team, in accordance with WHO</span> Staff Rules and Regulations, WHO Manual provisions and policies<span style="letter-spacing:-.1pt">. The Senior HR Assistant will provide support in all areas of HR, such as recruitment and selection, appointment and termination, contract administrations and staff entitlements, policy advice and staff development liaising with the supervisor for guidance and specialized HR expert within the team.</span></span><b> </b></span>
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<span style="font-size:12px;"><span style="font-family:"Courier New""><b><span style="font-family:"Times New Roman",serif"><span style="color:#333399">* Objectives of the Programme and the immediate Strategic Objectives</span></span></b></span>
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Country Office Support Units 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.

The objective of the Human Resources Unit is to deliver the new HR service model in an efficient and timely manner. This means responsibility for all human resources activities for the WHO Country Office in South Sudan, such as position classification, recruitment, contract administration, employment conditions, entitlements, and staff development. As the first point of contact for HR issues at country level, the team will provide advice on personnel matters to senior management and approximately a total of 500 personnel including Fixed term staff, temporary staff, consultants, SSA and APW holders.

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

The 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, 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 HRT and other senior managers as the case may be, 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 will perform the following duties: -

  1. Job design and selection process: assist in the offline process of creation and classification of positions and in the selection process for GS, NPO and Professional positions;
  2. 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;
  3. Maintain online recruitment portals including posting advertisement notices, initial screening of applications in line with terms of reference, and responding to submissions;
  4. Contract management (appointments, extension of appointments, separation actions) changes in status actions; advise on possible reasons of HRAP rejections;
  5. Provide support to staff members in the use of the staff self-service module (GSM end-users);
  6. 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 members;
  7. Interact with managers and supervisor to identify HR related business issues and provide guidance, tools and support to address them in the most effective and efficient way;
  8. He/she will liaise with HR team members at country level and GHR to ensure a proper follow up on actions initiated.
  9. Manage the recruitment and administration of Special Service Agreement (SSAs).
  10. Conducting orientation and induction programmes for new staff and consultants.
  11. Manage the process of statutory medical examinations for entry, periodic and exit medical clearances and keeps records of medical expiry dates for follow-up and renewals.
  12. Provide support to managers, staff members, consultants and SSAs and staff on the completion of probationary, yearly, end-of-mission and other ad-hoc performance evaluations and appraisal reports, using e-PMDS and other manual templates.
  13. Assist in recording and follow ups required for disciplinary related cases.
  14. Coordinate staff learning and development activities including drafting, implementation and monitoring of the yearly individual and collective learning and development plans.
  15. Briefing staff and consultants on their entitlements and attending to staff requests and queries
  16. Act as focal point for leave administration.
  17. Generate and prepare statistical reports on HR related issues for the HR Officer’s review;
  18. Maintain staff filling system.
  19. Perform other duties as advised by supervisor.

* 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. Communication

*2. Producing results

*3. Teamwork

4. Respecting and promoting individual and cultural differences

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 in Global Management System, to the standard of the Organization by self-study or in-house training.
  • Ability to plan, organize, coordinate and implement inputs from several sources;
  • To express clearly and concisely, both orally and in writing;
  • To conceptualize and carry our tasks with little supervision;
  • To provide analytical and planning reports; using appropriate software,
  • To interpret human resources rules and regulations and to establish and maintain effective working relationships with people of different national and cultural background.

Educational Qualifications

Essential: Completion of secondary school, supplemented by training or certification in general administration and HR management processes.

Desirable: University Degree in Human Resources Management, Public/Business Administration or related field of study.

Experience

Essential: minimum of 10 years of relevant experience in Human Resources or General Administration.

Desirable: relevant experience in UN or international organization.

Languages

Essential: Excellent knowledge of the English.

Desirable: Knowledge of French or other UN language.

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.

N.B: Women are strongly encouraged to apply

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.
  • Applications from women are strongly encouraged
  • 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.
  • WHO is committed to workforce diversity.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
Added 1 year ago - Updated 1 year ago - Source: who.int